Specific duties of the role may vary depending on the site and teams/functions.
PA Support
Provide dedicated comprehensive PA support to of one or more individual senior members of the directorate as requested. This may include:
- reading, monitoring and responding to the manager's email
- diary management
- booking complex travel arrangements
- preliminary drafting of correspondence on the manager's behalf and/or preparing presentations
- Carrying out basic research
Administrative Support
- Provide comprehensive administrative support to teams across the Directorate
- Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required.
- Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
- Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.
- Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.
- Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre
- Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.
- Contribute to effective information management (including maintaining administrative and information resources, i.e. filing systems) and assist with the dissemination and/or collation of information/returns, in a timely manner.
- Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
- Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
Project Support
- Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, for example JIRA. This will include: assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups.
Financial and Resource Management
- Provide support and information to aid effective management of budgets, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery using the FARM system, receipt goods and maintain log of expenditure.
- Support the end of year / monthly close down of accounts.
Leadership and Management
- Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
- Undertake effective line management of staff (if applicable) within area of responsibility, including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff.
- Supervise the business support team on their day-to-day activities, which may include call handling or data inputting.
Communication and Key Working Relationships
- The post holder will develop effective working relationships and communicate regularly either by phone, email or face to face with a wide range of individuals including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls, receive emails and decide relevant action, responding directly where appropriate and this may include external people for example, stakeholders and/or from members of the public as well as other public health organisations e.g. NHS and the Dept. of Health.
Personal and Professional Development
- Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.
for more info click the apply here button