Senior Directorate Co-ordinator

at  Epsom and St Helier University Hospitals NHS Trust

DESIRABLE CRITERIA

• Experience in producing meeting minuets
  Your application: Please ensure that you have read the job description and person specification and that your supporting statement reflects these, as your application will be assessed and scored against these criteria.
  References: You will be required to provide 3 years of employment/educational history. We do not accept references from personal email addresses such as Hotmail, Gmail etc. therefore please ensure you are providing professional working email addresses within your application form. If you are unable to provide professional email addresses and are invited to an interview, please ensure you advise the interviewers of this - otherwise, this may delay your pre-employment checks.
  Closing date: In order to streamline recruitment within our Trust, we reserve the right to expire vacancies prior to the advertised closing date once we have received a sufficient number of applications.
  Shortlisting: You will only be contacted via e-mail/SMS by the SWL Recruitment Hub if you are successfully shortlisted for this post. Please ensure that you check your Trac registered e-mail regularly.
  DBS: We are committed to safeguarding children and adults who are at risk of abuse. As such, if this post will have access to children or vulnerable adults, you will be required to undertake an Enhanced Disclosure and Barring Service check. However, all employees have a responsibility for safeguarding children and vulnerable adults in the course of their duties and for ensuring that they are aware of the specific duties relating to their role.

Disability Advice Line: SWL Recruitment Hub is committed to promoting equity and equal opportunities for individuals with disabilities. We believe that greater diversity and inclusion will lead to an even more positive impact on the people we serve. For support with job opportunities and reasonable adjustments contact our Confidential Disability Advice Line at:

APPLICANT REQUIREMENTS

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

MAIN DUTIES OF THE JOB

The post holder will be responsible for co-ordinating administration responsibilities
key to the directorate in order to maintain governance, actions and organisation
within this staff group. You will also be involved in project work and key
directorate initiatives. Key actions you will undertake will support the staff
and clients aligned within the directorate. You will have the initiative to
actively pre-empt and support the senior team and possess excellent organisational
and staff engagement skills. You will independently produce a high quality standard
of work that supports the work of the directorate.

DETAILED JOB DESCRIPTION AND MAIN RESPONSIBILITIES

To provide full and confidential administrative services to the senior management team.
To manage efficiently and flexibly within your sphere of responsibility maintaining a highly professional level of support within the team environment, providing assistance and cover where necessary.
To draft documents and correspondence on behalf of the senior team, and to format documents such as letters and presentation as required.
To manage the formulation of the monthly directorate newsletter. This will involve co-ordinating the numerous elements of news and updates.
To participate in formal and ad hoc meetings, taking minutes and actioning appropriate items as required.
To provide cover for other team members as required and ensure you plan appropriate cover for you whilst you are on leave.
You will produce accurate documents via the use of Microsoft Office, including Word, Excel and Powerpoint, appropriately and as requested.
Adopt a flexible approach in assessment of workload in order to maintain high standards of work. Prioritise your workload to ensure all necessary deadlines are met.
Take personal responsibility for self-development and professional growth.
Exercise accountability and professionalism in practice. Continual seek to improve systems and processes within your control. Continually seek to improve the quality and standard of information leaving the directorate.
To always demonstrate a high standard of customer care by being courteous and helpful at all times to patients, visitors and staff in line with the trust values and behaviours.
Be aware of and follow the guidance in relation to the Data Protection Act.
To follow all appropriate Trust Policies and Procedures.
Co-ordinate and ensure collation of combined responses from the directorate during times of business continuity, strike planning, winter planning and other events.
You will be required to undertake any other duties required of you suitable to your banding and appropriate to your role as requested by the senior management team.
To monitor and distribute the Freedom of Information and Complaints responses.