About this role
Job summary
We are looking for an organised Administrator to provide high-level support to our Directorate Senior Management Team.
In this role, you will be required to liaise effectively with employees at all levels throughout the organisation and with external organisations as required, using verbal, written and electronic media.
Reporting to the Senior Business Administrator, you'll have plenty of autonomy to manage your own day, use your initiative, and make independent decisions to keep things moving forward.
What you'll be doing: Managing the details: Keeping diaries organized, maintaining spreadsheets and databases, and managing HR and personnel documentation.
Supporting leadership: Providing the management team with up-to-date information and drafting highly accurate, competent minutes for high-level meetings.
Communicating effectively: Liaising confidently and professionally with people at all levels of the organization via phone, email, and face-to-face.
What we're looking for: A self-starter: Someone who thrives when working independently and proactively.
Great judgment: You can prioritize a busy workload, judge the urgency of competing tasks, and handle confidential information with utmost discretion.
A strong communicator: You have excellent written and verbal communication skills and a collaborative approach to teamwork.
Main duties of the job
Arranging and coordinating meetings and preparing, distributing and maintaining documentation
High level and sometimes highly confidential minute taking to ensure quality records are produced
Effective diary management
High level communications with services across the Directorate
Use of Excel or Word to prepare documents as appropriate
Maintaining records and inputting / updating data via databases
Use of systems such as SBS, e-rostering, and expenses
Responding to requests and providing information to external stakeholders and internal queries from staff or other Directorates where appropriate
Use of electronic communication systems in accordance with Trust policy
About us
We are the Kent and Medway Mental Health NHS Trust. We care for the mental health and wellbeing of people across Kent and Medway. Our teams support adults with a wide range of mental health needs. Because we cover the whole county and both hospital and community settings, we can make care more joined up and easier to access for the 1.8 million people of Kent and Medway. Rated 'Good' by the CQC, we care for over 2,000 people in our hospitals and 54,000 in the community each year.
Our vision is simple: We are here to help communities not just live with mental illness, but live well. It's why we're passionate about working with communities to make mental health care better for everyone. And everything we do is guided by our values caring, inclusive, curious and confident.
Join us - if you share our passion for better mental health care and want to be part of a team that's doing well together.
Job description Job responsibilities
Please refer to the attached job description for the full details on the responsibilities and person specification
Person Specification
Training and Qualifications Essential
GCSE in Maths and English Grade C or above Educated to NVQ Level 3 in Administration or equivalent level of qualification or experience.
Desirable
5 GCSES's Grade C or above
Experience Essential
Previous paid employment of administrative/office work for minimum of 2 years
Desirable
Previous NHS experience would be advantageous
Knowledge and Skils Essential
Basic Excel setting up of spreadsheets and updating databases Preparation of documents to high quality using word Use of outlook for updating of calendar and appointments Minute taking experience Prioritisation and organisation of workload and ability to meet deadlines. Ability to communicate with other colleagues and stakeholders professionally Ability to work as part of a team and on own initiative
Desirable
Intermediate/Advanced Level Excel Evidence of data collection/analysis experience Ability to work unsupervised Knowledge of virtual meeting systems
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.
Employer details Employer name Kent and Medway Mental Health NHS Trust
Address Farm Villa
Hermitage Lane
Maidstone
ME16 9QQ
United Kingdom
Employer's website https://www.kentmedwaymentalhealth.nhs.uk (Opens in a new tab)