Detailed job description and main responsibilities

Support with managing the Divisional Management Team’s diary, including using an electronic diary and email system, prioritising, dealing with and responding appropriately. To work autonomously in the absence of the PA to Divisional Director. Use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent / important and unpredictable issues ensuring a high quality administrative service. Maintain effective communication networks at all levels across the organisation and to facilitate the effective function of the Clinical Teams. Support with preparing background information, collate information into reports, produce statistics and create and manage databases as required. Manage the meeting process, preparing agendas, take, produce and circulate accurate minutes of meetings, arrange accommodation and refreshments as appropriate. Manage and coordinate functions, such as seminars, conferences and workshops. Maintain an awareness of current issues within the Trust ensuring that key personnel receive appropriate and timely communication. Deal with staff, managers and external organisations in a professional and courteous manner, therefore, maintaining effective communication on behalf of Divisional Management Team. Develop and maintain an effective filing system and bring forward system. To update and maintain personnel files, including completion of personnel and payroll documentation. To record and monitor annual leave, sick leave and study leave of staff, maintaining attendance cards / records, and complete monthly turnaround document. To check timesheets of staff before countersignature by Divisional Management Team. To monitor and coordinate the recruitment process for all posts advertised including collating information packs for prospective candidates, convening interview panels and associated administration. To undertake the typing of advertisements and liaise with Human Resources regarding copy deadlines. Manage orders, requisitions and invoices as appropriate. To manage schedule of appraisals for staff accountable to the Divisional Management Team. To monitor attendance for the Divisional Management Team and support staff at Mandatory Training sessions. The post holder will be required to undertake team leader responsibilities to support the Team Leader and in their absence