Detailed job description and main responsibilities

The post holder will be required to:
Maintain a good working relationship with the senior team.
To work as a member of a team of Administrators and Executive PAs in a flexible and co-operative way, in particular providing support for the other administrators and the wider director team at times of pressure and absence.
To maintain links with Local Area Admin teams.
 
Administrative
To assist with co-ordinating of diaries for Governance Team, this includes arranging complex meetings on a daily basis.
To exercise judgment and discretion in the daily handling, monitoring and organisation of all appointments/meetings.
To cover incoming telephone / MS Teams calls, general enquiries and take messages as required.
To manage incoming and outgoing highly complex and highly sensitive correspondence as instructed that urgent matters are dealt with accordingly and passing on more complex queries as appropriate.
To deal effectively with and re-direct information to and from others as appropriate.
Responsible for agreed bring forward systems which ensures relevant documentation for meetings is available in the agreed timescales.
Manage and prioritise own workload using own judgement to make decisions on a daily basis dealing with issues as they arise.
To be able to work independently, setting, and prioritising own work within own set timescales for the day, seeking advice and support as necessary.
To take responsibility for the handling of highly sensitive and highly confidential information
On a day-to-day basis, maintain a current and efficient filing system and to be responsible for administration of clerical and general office duties including printing, scanning and photocopying.
To assist with providing IT and estates support and guidance to the team as required. Liaise with the IT help desk, reporting any faults, arranging service call/repairs.
To assist with producing standard and complex letters, spreadsheets, and presentation materials.
Design and produce forms, posters and circulars using computer graphics (Microsoft programmes) as required.
To support with projects as instructed
To set up and support the Senior Team at workshops.
To arrange, when requested, meetings, conferences, training courses and events including the process of room bookings, catering needs and communication of times and venues to participants in these events.
To organise travel arrangements when necessary for the team.
To maintain where required, other activity, data and supervision registers information.
Develop effective working relationships within the organisation and with external stakeholders.
To assist and provide cover during busy periods, sickness absence and annual leave.