About this role
Job summary
To provide a high standard of administrative support to the Divisional Director of Non-Emergency Patient Transport and senior leadership team. Ensuring a professional, efficient and confidential service using discretion, initiative, tact and diplomacy.
Main duties of the job
The role includes significant administrative support for a number of senior level meetings. Accurate recording of minutes and action notes and timely circulation of papers is required, along with the ability to maintain highly effective version control and tracking processes.
This is an exciting opportunity for someone who wishes to be part of a team that strive to provide quality patient care.
This role will be based at our Trust Headquarters in Nottingham.
About us
Flexible approach to working patterns, we understand the importance of a work life balance and have a wide selection of rotas for part-time and full-time staff Holiday entitlement of 27 days rising to 29 days after 5 years and 33 days after 10 years, plus public bank holiday entitlement (pro rata for part time). Uniform will be provided where this is a requirement of the role Expert training and support from our dedicated in-house education team. Membership of the NHS Pension Scheme. Occupational Health support along with an Employee Assistance Programme Supporting wellbeing networks NHS Discounts in over 200+ stores including Holidays, Days out, Car insurance, Restaurants and Clothing. Salary Sacrifice Schemes and cycle to work. An exceptional place to work to provide with high-quality emergency care to save lives and make a difference to people A first-class employer, promoting equality, diversity and inclusion of our employees. We are a Rainbow Accredited organisation, and a Veteran Aware and Disability Confident employer.
Job description Job responsibilities
Responsibilities
To present a professional, welcoming and helpful image to staff, other organisations, the public and media. To provide an efficient and effective administrative support service to Senior Leadership Team and senior level meetings, paying attention to the requirement for confidentiality and discretion. To maintain an awareness of ongoing organisational issues and allocate correspondence appropriately, chasing up actions and giving position statements prior to meetings taking place. To deal with queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. This may involve handling a caller who is upset or aggressive on rare occasions. To create and maintain forward plans, prepare agendas and distribute papers for a range of senior level meetings. To be able to record minutes and action notes of meetings to a high standard and accurately record discussions, decisions and actions from these meetings. To support the Performance Delivery Manager Service Delivery, with preparation and distribution of reports, agenda and action logs for meetings. As part of the administrative team, process travel and hotel bookings for NEPTS as appropriate in line with the Trusts policy. Also prepare detailed travel itineraries as required. To ensure that all documentation is dealt with efficiently and effectively, including using a tracking system and following version control processes. Take clear precise telephone messages and resolve queries in a professional manner. To manage all incoming and outgoing mail using tracking systems. To distribute mail for action, prepare draft responses where appropriate, follow up action and make a record of any action taken. Manage a small team of divisional administrators To review and where appropriate, action incoming electronic mail messages on behalf of the Head of NEPTS or other senior staff in their absence in a timely manner, as directed by the Performance Delivery Manager. Ensure email correspondence is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, on behalf of the Head of NEPTS and Senior Leadership Team. To type correspondence, reports and other documents to a high standard with due respect for confidentiality and corporate style. To assist the Head of NEPTS and Senior staff through prioritising appointments, diary management and dealing with telephone and other enquiries. To manage the diary of the Head of NEPTS co-ordinating and prioritising appointments and ensuring effective communication. To provide adequate office cover arrangements in conjunction with other members of the team. Flexibility with working hours is sometimes needed. Maintain the functionality of printers and photocopiers, and other office equipment and technology used within the administrative team, reporting faults and tracking progress where required The duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Trust, which may be amended from time to time.
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.
Person Specification
Qualifications Essential
NVQ Level 3 Business Administration qualification
Desirable
o3 x GCSE (or Equivalent) in English and Maths Grade C and above
Experience Essential
Experience of working in an administrative role delivering a function to senior level managers Ability to accurately produce minutes of senior level meetings.
Desirable
Experience of working in a corporate governance function
Planning and Organisational Skills Essential
Good organisational skills and experience of setting up and maintaining systematic administrative processes
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name East Midlands Ambulance Service NHS Trust
Address EMAS Trust Headquarters
1 Horizon Place, Mellors Way
Nottingham
NG8 6PY
Employer's website https://www.emas.nhs.uk/ (Opens in a new tab)