PA to Director of Compliance & Assurance

at  Essex Partnership University NHS Foundation Trust

To provide full secretarial and administrative support to the Director of Risk and Compliance and Associate Director of Risk and Compliance ensuring strict confidentiality is given at all times. To be responsible for the management of diaries and awareness of the main commitments of the Director/ Associate Director on a day to day basis. To be an effective point of contact for the Director/ Associate Director. To coordinate development of and ensure that all relevant documentation and supporting papers are available for the Director /Associate Director in advance of meetings, bringing to their attention any problems/issues of concern which they ought to be aware of.
To prepare, in draft, routine correspondence and reports on behalf of the Director / Associate Director in accordance to agreed priorities. To ensure that internal and external communications are passed on with an understanding of priority and confidentiality. To be responsible for arranging internal and external meetings, booking venues, public address systems and refreshments as required. To be responsible for preparing notification of meetings, producing and circulating agendas, papers and minute taking as appropriate.
To organise and control effective filing systems for correspondence, reports, handouts and other general information maintained by the Director / Associate Director. To take responsibility for managing and ensuring the office systems and procedures are continually developed. To review all administrative systems in the light of good office practice to ensure they remain responsive and efficient to meet business requirements developing policies as required. To be responsible for adapting and/or designing evidence databases/information systems as required to meet the changing needs of the organisation e.g.
adaptation of existing systems to include collection of additional information when identified or development of a new system. To co-ordinate and prepare the administration of healthroster and expense claims of staff reporting to the Director / Associate Director. To be responsible for ensuring that the department has the necessary resources in place to be successful including office stationery and other stocks such as communications media and acting as authorised signatory for appropriate departmental and project supplies. To act as authorised signatory for agency/bank time sheets and e-procurement systems.
To be responsible for the local induction of bank/agency/new secretarial/administrative staff. This includes procedures, setting up of an email account, provide Trust information, order and supply of staff uniform, arranging attendance of mandatory training and general day to day assistance. To maintain good working relationships with other staff within the team providing continuity of cover during periods of staff annual leave or sickness. To have ongoing contact with trust external clients, such as Trust inspectors/assessors, CQC, Commissioners etc.
and will be responsible for being the first point of contact and providing appropriate guidance, advice and information as required

Please refer the Job description for details