Specific role of PA to the Director of Operational Estates and Facilities together with administrative support to the Senior Management Team (SMT) of the Estates and Facilities Division Manage multiple diaries ensuring they are kept up to date at all times Ensure meeting appointments are accurately diarised, and the details are checked and confirmed with the meeting organisers ahead of the appointment and papers made available as appropriate Monitor and manage multiple email accounts, responding where appropriate, drawing attention to any urgent issues and ensuring that they are brought forward, filed and actioned. Use a variety of Microsoft packages to prepare correspondence, spread sheets and presentations, using judgement and skills to display the information appropriately and in accordance with the corporate style Deal with internal and external post, emails and telephone calls Receive and deal appropriately with highly sensitive and contentious information, maintaining confidentiality at all times A willingness to participate in any training that would be commensurate with the job description Ensure good communication flow within the team, circulating information and keeping everyone up to date with administration issues Maintain electronic and filing systems, ensuring all filing is dealt with promptly and efficiently and in according with the General Data Protection Regulation (GDPR) and confidentiality rules Typing correspondence in both written and audio formats, reports, papers and other items required for the efficient communication with the Division Preparation of agendas and associated paperwork and the undertaking of minutes at various Divisional and Trust meetings Creation of Action Logs to ensure governance of department / Trust decisions made Deal with telephone enquiries relevant to the Division, seeking advice where necessary Photocopying, scanning, and other administrative duties to ensure the efficient running of the Division To produce report / graphs illustrating data With the assistance of the management team create action plans, manage and update withing required timescales Agree and undertake a personal development plan through the appraisal process with Line Manager Other duties commensurate to the grate of the post and the needs of the Division as agreed between the post holder and the Line Manager Coordinate Division appraisal returns and act as main contact for team When necessary, support SMT with raising Purchase Orders and receipting invoices through the EROS system Maintaining log of all Purchase Orders raised to ensure prompt payment of suppliers General overview and support as a contact for Trust Charitable Funds Division Sharepoint / LINK intranets: maintain, refresh periodically, update information and documents. Ensure always user friendly and assessable to those who need to view Assist with IT orders for equipment and services Support recruitment, onboarding, and induction of new members of the senior team Organises events, conferences, award ceremonie

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