NEPTS Administrator

Job overview

To provide a high standard of administrative support to the Divisional Director of Non-Emergency Patient Transport and senior leadership team. Ensuring a professional, efficient and confidential service using discretion, initiative, tact and diplomacy.

Main duties of the job

The role includes significant administrative support for a number of senior level meetings.  Accurate recording of minutes and action notes and timely circulation of papers is required, along with the ability to maintain highly effective version control and tracking processes.

This is an exciting opportunity for someone who wishes to be part of a team that strive to provide quality patient care.

This role will be based at our Trust Headquarters in Nottingham.

Detailed job description and main responsibilities

Responsibilities

• To present a professional, welcoming and helpful image to staff, other organisations, the public and media.
• To provide an efficient and effective administrative support service to Senior Leadership Team and senior level meetings, paying attention to the requirement for confidentiality and discretion.
• To maintain an awareness of ongoing organisational issues and allocate correspondence appropriately, chasing up actions and giving position statements prior to meetings taking place.
• To deal with queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times.  This may involve handling a caller who is upset or aggressive on rare occasions.
• To create and maintain forward plans, prepare agendas and distribute papers for a range of senior level meetings.
• To be able to record minutes and action notes of meetings to a high standard and accurately record discussions, decisions and actions from these meetings.
• To support the Performance Delivery Manager – Service Delivery, with preparation and distribution of reports, agenda and action logs for meetings.

• As part of the administrative team, process travel and hotel bookings for NEPTS as appropriate in line with the Trust’s policy.  Also prepare detailed travel itineraries as required.
• To ensure that all documentation is dealt with efficiently and effectively, including using a tracking system and following version control processes.
• Take clear precise telephone messages and resolve queries in a professional manner.
• To manage all incoming and outgoing mail using tracking systems.  To distribute mail for action, prepare draft responses where appropriate, follow up action and make a record of any action taken.
• Manage a small team of divisional administrators
• To review and where appropriate, action incoming electronic mail messages on behalf of the Head of NEPTS or other senior staff in their absence in a timely manner, as directed by the Performance Delivery Manager.
• Ensure email correspondence is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, on behalf of the Head of NEPTS and Senior Leadership Team.
• To type correspondence, reports and other documents to a high standard with due respect for confidentiality and corporate style.
• To assist the Head of NEPTS and Senior staff through prioritising appointments, diary management and dealing with telephone and other enquiries.
• To manage the diary of the Head of NEPTS co-ordinating and prioritising appointments and ensuring effective communication.
• To provide adequate office cover arrangements in conjunction with other members of the team.  Flexibility with working hours is sometimes needed.
• Maintain the functionality of printers and photocopiers, and other office equipment and technology used within the administrative team, reporting faults and tracking progress where required

The duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Trust, which may be amended from time to time.

This job description is not intended to be an exhaustive list of duties and responsibilities, but to give an indication of the main areas of activity and involvement.