The post holder will also 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. The successful candidate will provide support to the Senior Management Team in the form of providing up to date information, taking highly competent minutes for high level meetings, maintaining spreadsheets and databases, maintaining of HR and personnel documentation, diary management, and other administrative duties as requested. The post-holder will report to the Senior Business Administrator but be expected to work largely independently and proactively and use independent judgment. The successful candidate will use initiative to prioritise their own workload and exercise discretion as to the degree of urgency, importance and confidentiality required.
- 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, 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
We are Kent and Medway NHS and Social Care Partnership Trust (KMPT), providing mental health, learning disability and specialist services, serving 1.8 million people in Kent and Medway, as well as specialist services for adults in Sussex and Surrey. We are rated Good overall by the CQC.
Each year we care for over 2,000 people in our hospitals and 54,000 people in the community.
We are proud to employ over 3,800 people from 66 nationalities, and to serve an increasingly diverse range of communities across rural and urban areas.
You will be joining friendly, passionate colleagues, rich in their diversity, who are committed to providing excellent care to our service users and their loved ones.
The nature of our work attracts kindness and compassion as standard and everyone from our cleaners and porters to the chief executive and chairman are recognised as playing a vital role in providing an exemplary service.
Our strategy
Our mission is what we set out to do every day
We deliver brilliant care through brilliant people
Our vision is where we want to be in the future
To provide outstanding care and to work in partnership to deliver this in the right place, for every service user, every time.
Check out our recruitment videos Recruitment - YouTube
Planning and Organisational
- Manage time effectively to meet deadlines and maintain high standards of efficiency within the role and Senior Management Team.
- Assist with diary management of the team, be organised, coordinated, and prioritise accordingly, arrange meetings, and resolve diary conflicts to ensure optimal efficient use of the Senior Management’s time.
- Plan and organise a range of formal and informal meetings including liaising with employees across the organisation and external agencies.
- Maximise the use of electronic systems to enable effective time management such as Microsoft Office and patient record systems.
- The post holder is required to have advanced keyboard skills for the purpose of dictation and audiotyping.
- Communicate effectively with all members of the Senior Management Team, either by telephone, email or in person, in a highly professional manner.
- Be expected to communicate with employees across the Directorate, and the wider organisation and externally as required, always respecting confidentiality
- Demonstrate the ability to manage their workload effectively.
- Have professional level verbal and written communications skills.
- Be expected to behave in accordance with the organisation’s values.
- Ordering of supplies and IT equipment, etc
- Assist in the organisation of events
- Daily use of IT programmes relevant to the work area to produce minutes, documents, presentations, and reports; be responsible for the effective inputting, storing and maintenance of information.
- The ability to interpret and present information clearly and concisely.
- Maintain electronic records ensuring information is organised and easily accessible.
- Adhere to all relevant organisational policies, and procedures at all times.
- Follow existing procedural guidelines and implement changes to working practice that will benefit the Senior Management Team.
- Close working with all members of the Senior Management Team
- Liaises with other internal and external stakeholders as required.