Trust Secretariat Support Officer | Sussex Community NHS Foundation Trust
| Posting date: | 23 May 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £25,147 - £27,596 pa |
| Hours: | Full time |
| Closing date: | 22 June 2024 |
| Location: | Brighton, BN2 3EW |
| Company: | Sussex Community NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6336422/150-SN0079-COR |
Summary
The Trust Secretariat Support Officer will provide a comprehensive administrative support service. The role requires excellent administrative, communication and organisational skills, working part of a dynamic team providing support to the Board of Directors and Council of Governors.
They will act as a point of contact for the team, carry out diary management, organise events and meetings, prepare and format documents and presentations to a high standard, process expenses, use systems to carry out essential tasks, order supplies and ensure the working environment is tidy, safe and welcoming.
There is an expectation for the post holder to be highly motivated, flexible and enthusiastic.
• Acts as the main point of contact for visitors to the Trust Secretariat team, welcoming them and responding to the intercom in a helpful, effective and efficient manner.
• Responds to telephone calls and emails in relation to the Trust Secretariat team, including room bookings for the J1 Boardroom, queries from governors and information about membership.
• Manages the membership database including updating member records. Support with the collation of membership reports pulled from the database and the issuing of members’ e-newsletters via the database.
• Attends meetings of the Council of Governors including their sub-groups/committees including the recording and updating of actions and decision logs.
• Proof-reads, formats and finishes correspondence, reports and presentations that are visually attractive and have a high standard of readability.
• Ensures that all participants at meetings are kept informed about any changes to these.
• Ensures all diary entries include accurate times, venues and MS Teams links.
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?
• Positive 2023 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
• Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county
• Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options
• Excellent training and development opportunities
• Research opportunities
• Cost-effective workplace nurseries in Crawley, Hove and Brighton
• Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
• Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
• Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
• Located in stunning Sussex, with easy access to the South Downs and the coast
• Access to a wide range of benefits and discounts for NHS staff
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• Periodically checks stationary and other office supplies and re-stocks this when necessary, updating records and placing orders in line with Trust finance procedures.
• Writes and regularly reviews and communicates administrative procedures by attending staff meetings and through group email briefings.
• Makes judgements and advises others on compliance with procedures where there is any ambiguity.
• Delivers briefing or training sessions when necessary.
• Ensures all incoming and outgoing post is processed promptly.
• Supports with the updating of annual registers including Fit and Proper Person Test for Directors.
• Supports with the recording of conflicts of interest and provides guidance to staff on gifts, hospitality and sponsorship.
• Raises requisition/purchases orders on behalf of the team ensuring approval from the Trust Secretary, Deputy Trust Secretary or other senior manager.
• Maintains and updates the teams Information Asset Register, Business continuity plan and other team governance documentation.
• Updates relevant information related to the work of the Trust Secretariat team via the Trust’s website and intranet (Pulse).
• Ensures that the office working environment remains safe, taking action where necessary to raise any risks or request any repairs that are needed.
They will act as a point of contact for the team, carry out diary management, organise events and meetings, prepare and format documents and presentations to a high standard, process expenses, use systems to carry out essential tasks, order supplies and ensure the working environment is tidy, safe and welcoming.
First point of contact for the Council of Governors, answering queries in an effective and efficient manner. This will involve using tact and diplomacy, promoting a professional corporate image at all times.
To deal effectively with queries, some of them complex, ensuring a prompt, accurate and polite response, acting on own initiative and deciding appropriate action as necessary.
Liaise directly with the Deputy Trust Secretary, Trust Secretary, Executive Assistants, Executive Directors, Non-Executive Directors and the Council of Governors.
This advert closes on Monday 3 Jun 2024