Team Secretary

Job overview

We are looking for an experienced, organised and adaptable person to be based within the Clinical Associate in Psychology Masters programme team. You should be able to multi task, provide high quality administrative support (including minute-taking) and be an effective communicator with a variety of stakeholders.

You may be required to cover other administrative roles during times of leave/staff shortages.

Main duties of the job

Some of the main responsibilities and duties include, but are not limited to;

• ·       Creating and maintaining student and stakeholder records
• ·       Processing information, some of which may be confidential in nature
• ·       Acknowledging, responding to and / or forwarding correspondence
• ·       Scheduling, organising and minute taking various meetings
• ·       Ordering team resources / goods
• ·       Setting up and using spreadsheets, word-processing and using various Trust record keeping, rostering and procurement systems
• ·       Organising meetings and events as directed, including booking venues, managing invitations and circulation of papers

Detailed job description and main responsibilities

We are a small friendly team delivering the Clinical Associate in Psychology (CAP) Level 7 Masters degree, validated by the University of Essex, to students across a wide geographical area.

We are seeking a highly motivated individual to provide a professional, efficient and effective service, who is organised, and able to manage multiple different tasks. The successful candidate will be responsible for effective record keeping and data management, and will be first point of contact for the programme, able to manage and signpost queries, communicating professionally at all times with a range of stakeholders, both verbally and in writing.

You would be responsible for general administration on the programme, including; responding to emails, processing messages appropriately, monitoring various trackers, writing minutes for internal and external meetings, preparing papers, reports and spreadsheets, updating systems, and ordering required goods and services.

The successful applicant will need to be competent on the Microsoft Office suite of programs, including excellent skills in setting up and using spreadsheets. Training will be provided on Trust systems, and the post holder will be required to acquire knowledge of academic record keeping systems in line with university requirements. The applicant will need an excellent command of written English to support minute taking in formal meetings.

ROLE SUMMARY

• •         Provide comprehensive secretarial and administrative support to the MSc CAP programme lead and programme team
• •         Ensure high quality administration is in place and maintained, accurately recording activity across team and Trust information systems
• •         Ensure the highest standards of communication across all stakeholders are maintained at all times
• •         Support delivery team and admin colleagues across services in Training and Partnerships as necessary

The main working days are Monday and Thursday, with one other day based on candidate preference.  Flexible working arrangements will be considered.  The post holder will be required to travel to the team base at St Margarets Hospital, Epping, although a good proportion of the role can be remotely, either at home or by working at other trust locations.