About this role
Job summary
We are looking to appoint an enthusiastic and well-organised Business Administration Assistant to provide high-quality administrative support within the Chief Finance and Resources Directorate.
Working closely with the Executive Assistant to the Chief Finance and Resources Officer, the post holder will support the Chief Finance and Resources Officer, Deputy Director of Finance and the wider Finance team, helping to ensure the smooth and efficient running of the Finance Department.
This is a varied and busy role requiring excellent communication skills, strong organisational ability and a flexible, proactive approach. The successful candidate will be able to work independently, manage competing priorities, and maintain confidentiality at all times.
Main duties of the job
You will work closely with the teams:
Providing efficient and effective administrative and clerical support to the Chief Finance and Resources Directorate in accordance with Trust policies and procedures. Support the management of shared finance inboxes, ensuring emails are filtered, filed and responded to in a timely manner. Manage diaries and organise meetings for senior leaders when required, including arranging venues, catering and meeting logistics. Prepare meeting packs and attend meetings (face-to-face and via Microsoft Teams) to take accurate minutes and ensure actions and outputs are circulated appropriately. Provide administrative cover and support for the Executive Assistant to the Chief Finance and Resources Officer and the Deputy Director of Finance during periods of annual leave of absence. Use the electronic finance system (SBS) to raise purchase orders as required. Manage and maintain the Finance FOI tracker, ensuring responses are coordinated and completed within agreed timescales. Ensure Trac forms received via shared inboxes are processed promptly to minimise delays.
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, Qualifications and Registration Essential
NVQ Level 3, or equivalent, demonstrating an appropriate standard of literacy and numeracy NVQ Level 3 in Business Administration, or equivalent demonstrable experience in an administrative role.
Experience Essential
Previous experience working in an administrative or clerical role Experience of diary and email management Experience of meeting support, including preparing agendas, taking minutes and tracking actions. Minuting and meeting management (actions creating agenda)
Desirable
Experience of providing administrative support to senior managers or directors
Knowledge and Skills Essential
Proficient (intermediate level) in the use of Microsoft Word, Outlook, PowerPoint and Excel Strong organisational and time-management skills, with the ability to prioritise workload and meet competing deadlines Excellent interpersonal and communication skills, both written and verbal
Desirable
Advanced-level proficiency in Microsoft Word, Outlook, PowerPoint and Excel Advanced IT skills across Microsoft Office applications
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 9PH
United Kingdom
Employer's website https://www.kentmedwaymentalhealth.nhs.uk (Opens in a new tab)