About this role
Job summary
As a member of the East Midlands Clinical Networks team the post holder will support the PA/Network Administrator in the delivery of a responsive and efficient Network team to all units within the Networks. The post holder will cover the whole of the East Midlands required.
Main duties of the job
To provide confidential administration support to the PA/Network Administrator, whilst prioritising work to ensure tasks are carried out in a timely and efficient manner, respecting the Trusts security and confidentiality of information policy. Receive dictation or transcribe from tapes and type all correspondence generated by Network activity; type from handwritten notes, reports and other documents as required. To support PA/Network Administrator to organise, attend and complete minute taking of Network meetings as necessary. To accept responsibility for drafting agendas, collating papers and coordinating equipment as well as undertaking any administrative follow up. Support PA/Network Administrator to manage diaries and prioritise commitments using own initiative and judgement to ensure time is used effectively and efficiently. To have a good working knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint as well as audio typing, internet and use of Microsoft Teams conference facilities To support PA/Network Administrator and Network Managers in preparing draft responses to internal and external correspondence as necessar To co-ordinate/arrange meetings/seminars/courses as required as well as making any necessary travel and overnight accommodation arrangements. Order goods and services for the Network as required. Receive and greet visitors .
About us
Working for us not only provides job satisfaction of knowing that what you do makes a real difference to our patients, but we offer a range of other great benefits too:
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). Pay enhancements for out of hours, shift and overtime working, career and salary progression and annual personal development review. 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
Main Responsibilities
To provide confidential administration support to the PA/Network Administrator, whilst prioritising work to ensure tasks are carried out in a timely and efficient manner, respecting the Trusts security and confidentiality of information policy. Receive dictation or transcribe from tapes and type all correspondence generated by Network activity; type from handwritten notes, reports and other documents as required. To support PA/Network Administrator to organise, attend and complete minute taking of Network meetings as necessary. To accept responsibility for drafting agendas, collating papers and coordinating equipment as well as undertaking any administrative follow up. Support PA/Network Administrator to manage diaries and prioritise commitments using own initiative and judgement to ensure time is used effectively and efficiently. To have a good working knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint as well as audio typing, internet and use of Microsoft Teams conference facilities To support PA/Network Administrator and Network Managers in preparing draft responses to internal and external correspondence as necessary. To co-ordinate/arrange meetings/seminars/courses as required as well as making any necessary travel and overnight accommodation arrangements. Order goods and services for the Network as required. Receive and greet visitors when arriving for an appointment with members of the Network team. Perform any other secretarial/administration duties necessary to maintain the smooth running of the Network. To undertake identified training needs or essential education in order to enhance performance within the Team. To provide cover during peak periods, holidays and sickness thereby ensuring continued provision to the Network. General Responsibilities
To provide administrative support to the PA/Network Administrator and Network Team To maintain confidentiality at all times To comply with Trust Health & Safety policy To open and distribute incoming post for the Network team ensuring the timely receipt of correspondence and ensure that outgoing mail is dealt with in accordance with Network practice. To act as the first point of contact for the Network, receiving telephone calls/visitors and responding to the callers/visitors enquiries or directing them to the appropriate member of the team in order to provide a courteous and helpful service. Participate in self development activities to continually improve performance, taking an active part in the appraisal and personal development planning system and undertake relevant activities to support their continuing professional development. To carry out other duties from time to time which are deemed appropriate for this post and support the work of the Network To ensure all equipment is used safely and responsibly and only for its intended purpose. To ensure all filing for the department is accurate and up to date in line with relevant guidelines. To be adaptable and flexible at times of operational pressure to support other areas of the Network where required The duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Network and its host organisation (East Midlands Ambulance Service (EMAS)), which may be amended from time to time.
Patient Safety is a key priority for the Network. It is your responsibility to ensure that you are fully compliant with Network and EMAS policies and procedures in respect of patient safety, for example Risk Management, Infection Prevention and Control, Safeguarding children and vulnerable adults.
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
GCSE English (A-C) or Equivalent Educated to NVQ 3 Evidence of Continuous professional development
Desirable
EDCL
Experience Essential
Demonstrable evidence of working in a busy office environment Experience of dealing effectively with internal and external customers Experience of producing notes/minutes of meetings
Knowledge and Skills Essential
Working knowledge of Microsoft packages Knowledge and application of principals of effective customer care Effective organisational skills Ability to meet challenging deadlines and prioritise conflicting demands Polite telephone manner Effective written and verbal communication skills Effective listening skills Ability to format documents to a professional standard Problem solving skills
Personal Attributes Essential
Willingness to learn and adapt to change Proactive and flexible approach to work Ability to work as part of a team Ability to work on own initiative Attention to detail Completer/Finisher Highly customer focused Ability to travel
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 Nottingham Divisional HQ
Beechdale Rd
Nottingham
NG8 3LL
United Kingdom
Employer's website https://www.emas.nhs.uk/ (Opens in a new tab)