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Trust Secretariat Support Officer
| Posting date: | 23 May 2024 |
|---|---|
| Salary: | £25,147.00 to £27,596.00 per year |
| Additional salary information: | £25147.00 - £27596.00 a year |
| Hours: | Full time |
| Closing date: | 03 June 2024 |
| Location: | Brighton, BN2 3EW |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9150-24-0591 |
Summary
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 Trusts 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.