The purpose of this role is to work with the Regional Service Manager and administration team colleagues to deliver an administration service which complies with corporate protocols, tasks and processes, including finance, governance and data management. The role will also provide administrative support to designated member(s) of the Regional Management team and will liaise with internal and external stakeholders as required in the organisation of regional events and recruitment and retention activity.

KEY RESPONSIBILITIES

• Ensure all communications and correspondence received in relation to regional and corporate issues are dealt with promptly and effectively to ensure the correct people are informed and the best outcome is delivered. This includes ensuring compliant storage and filing of documentation as appropriate.
• Draft and produce documentation as per requirements of the Regional Management Team, to include letters and other communications to activists, Branch Executives, external stakeholders and other departments.
• Provide administrative support to Regional Boards and Branches as appropriate, to include the preparation of meeting packs, minute taking and meeting arrangements
• Booking meeting rooms, sending invitations, the preparation of meeting packs, minute taking
• Ensure all suppliers, customers and related invoices are entered onto the finance system to ensure efficient and timely processing of payments and receipts
• Process Branch finance activity on the finance system in a timely and accurate manner to facilitate reporting to the Branch Executives and Head Quarters, to include the processing of Activist expenses
• Process all regional activist data to include accrediting and dis-accrediting of Activists, updating all relevant databases with details of progress through the L&D Pathway and administering Pathway Module
• Manage and maintain accurate local data for internal and external contacts to include NHS and Independent Sector HR and senior nurse contacts, venue and speaker information for events * Ensure all relevant systems for the filing and archiving of documentation are adhered to at all times
• Provide efficient and effective diary management to designated team member(s):
• Acting as the primary contact for internal and external contacts in organising meetings, professional events, Congress and other regional activity
• Make travel arrangements for designated team members
• Co-ordinate the administration of member complaints in the region, ensuring that investigations are undertaken and reports delivered to meet Case Management and Customer Service Standards
• Ensure that any messages taken for Regional staff are clear, concise and accurate and, if necessary, prioritised for action
• Maintain stock control and ordering of stationary, equipment, supplies and services as per organisational procedures. Liaise with suppliers in relation to any queries

Skill set:

• Excellent standards of literacy and numeracy
• Awareness of Health and Safety principles in the workplace
• Experience of working in a fast moving customer service environment and delivering a high level of customer satisfaction
• Experience of providing and gathering information to support internal and external stakeholders
• Experience of working within a team environment
• Experience of contributing to and implementing professional standards and processes ·
• Able to maintain office systems, including filing and databases
• Ability to build strong and successful relationships with both internal and external stakeholders
• Ability to use Microsoft Office Packages including Word, Excel, PowerPoint, email, internet and diary software
• Ability to manage competing demands whilst maintaining a calm, measured & professional service