Detailed job description and main responsibilities

Main Responsibilities

1. To provide confidential administration support to the PA/Network Administrator, whilst prioritising work to ensure tasks are carried out in a timely and efficient manner, respecting the Trusts security and confidentiality of information policy.
2. Receive dictation or transcribe from tapes and type all correspondence generated by Network activity; type from handwritten notes, reports and other documents as required.
3. To support PA/Network Administrator to organise, attend and complete minute taking of Network meetings as necessary. To accept responsibility for drafting agendas, collating papers and coordinating equipment as well as undertaking any administrative follow up.
4. Support PA/Network Administrator to manage diaries and prioritise commitments using own initiative and judgement to ensure time is used effectively and efficiently.
5. To have a good working knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint as well as audio typing, internet and use of Microsoft Teams conference facilities
6. To support PA/Network Administrator and Network Managers in preparing draft responses to internal and external correspondence as necessary.
7. To co-ordinate/arrange meetings/seminars/courses as required as well as making any necessary travel and overnight accommodation arrangements.
8. Order goods and services for the Network as required.
9. Receive and greet visitors when arriving for an appointment with members of the Network team.
10. Perform any other secretarial/administration duties necessary to maintain the smooth running of the Network.
11. To undertake identified training needs or essential education in order to enhance performance within the Team.
12. To provide cover during peak periods, holidays and sickness thereby ensuring continued provision to the Network.

 General Responsibilities

• To provide administrative support to the PA/Network Administrator and Network Team
• To maintain confidentiality at all times
• To comply with Trust Health & Safety policy
• To open and distribute incoming post for the Network team ensuring the timely
• receipt of correspondence and ensure that outgoing mail is dealt with in accordance with Network practice.
• To act as the first point of contact for the Network, receiving telephone calls/visitors and responding to the callers’/visitors’ enquiries or directing them to the appropriate member of the team in order to provide a courteous and helpful service.
• Participate in self development activities to continually improve performance, taking an active part in the appraisal and personal development planning system and undertake relevant activities to support their continuing professional development.
• To carry out other duties from time to time which are deemed appropriate for this post and support the work of the Network
• To ensure all equipment is used safely and responsibly and only for its intended purpose.
• To ensure all filing for the department is accurate and up to date in line with relevant guidelines.
• To be adaptable and flexible at times of operational pressure to support other areas of the Network where required

The duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Network and its host organisation (East Midlands Ambulance Service (EMAS)), which may be amended from time to time.

Patient Safety is a key priority for the Network. It is your responsibility to ensure that you are fully compliant with Network and EMAS policies and procedures in respect of patient safety, for example Risk Management, Infection Prevention and Control, Safeguarding children and vulnerable adults.

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.