Administrative Support Officer - NHS
1. Job Purpose
" To deliver an effective and competent level of administrative and project support and consistently deliver a "client-focused" service which promotes good customer service and effective working relationships.
" The post holder will be a member of a small, dynamic Project Team providing administrative support in a coordinated and integrated way across the Black Country and West Birmingham Sustainability and Transformation Partnership (STP) GPRISS
" The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.
" The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Project
2. Main Duties and Responsibilities
" Acting as first point of contact for dealing with all correspondence and paper work for all expressions of interest and applications across the schemes within the GPRISS site project
" Maintaining a timely, effective and accurate record of all participants within the schemes and producing regular updates for the scheme leads and project team
" Ensuring all correspondence, expressions of interest and applications are recorded on a centralized database and then forwarded on to the scheme leads in an accurate and timely manner
" Dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
" Answer telephone calls, taking messages and passing on accurately to the relevant departments/person.
" Promote the image of the project checking that notices and leaflets are up to date and well presented.
" Assist in the organisation, planning and smooth running of events as necessary.
" Responsible for taking minutes / notes at meetings and distributing them to the required timescales.
" Producing and effectively monitoring action logs for meetings and projects, following-up with task owners by getting updates on actions assigned to them and keeping action logs up-to-date.
" Photocopying and word processing documents, letters, emails, minutes and reports when required. Post holder must have a standard level of keyboard skills and able to use Microsoft Office programmes.
" Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the STP GPRISS Project Team
" Maintain project documentation and a project database ensuring that it is kept up to date.
" Able to work on own initiative and unsupervised, within defined policies and procedures to set timescales.
" Have a flexible / adaptable approach to their work in order to meet various deadlines and the needs of the project.
" Responsible for organising meetings and planning any administrative work as required.
" Producing communication and marketing material as required within the project. E.g. posters and newsletters
" Monitor generic inbox and follow-up as required
" Attend and assist at events as necessary
" Inputting into, monitoring and printing reports from computerised systems and databases.
" Maintain standardisation in working practices across the STP e.g. standard documentation, standard reporting methods, standard meeting structures etc.
" Undertake Research and Development as directed.
" To carry out other appropriate delegated duties as required.