- Responding to external and internal telephone queries relating to Council and others and referring to appropriate person.
- Handle governor issues either by telephone or in person in a timely manner and in accordance with Trust and local procedures.
- Communicates with a range of staff, users and visitors to the Trust / Department utilizing a variety of communication methods including verbal, electronic, and passing information in a format that is appropriate to the individual request.
- Manage the electronic calendar for Council, organising meetings as required and accurate maintenance of electronic diaries with effective communication of diary commitments.
- Coordinate attendance by governors at external events. Liaising with the Communications Team with regard to the presence of governors at events held both by the Trust and partner organisations.
- Support governors at external events as and when required (this might include the transportation of materials to and from the venue).
- Chase progress on issues as directed by line manager with appropriate managers on behalf of Trust Council as and when necessary to ensure that deadlines are met.
- Maintain efficient and effective administrative systems, including governor details, length of service, etc and ensuring that details of governors on Trust documentation (including the Trust website) is accurate and up to date.
- Support Council workshops, including arranging the venue, ordering refreshments, and taking notes.
- Provide secretarial and administrative support to the Company Secretary.
- Liaise with Communications Team on the production of Trust Matters and other communications specific to governors.
- Maintenance of a variety of electronic databases as required and as directed.
- Support, as directed, with the annual Governor Elections process.
- Support the organisation and facilitation of the Annual Members Meeting.
- Support governor training. Including maintaining the register of mandatory training dates and ensure training dates are flagged to all relevant governors and an attendance report submitted through to the Company Secretary.
- Promote and support administration functions within the department and to ensure effective working practices are in place. Person Specification
- Good general education to GCSE standard or equivalent
- ECDL Qualification
- Secretarial experience
- Understanding of the role specifically in relation to the sensitive information and rules
- Experience of a customer service focussed environment
- Understanding of the structure and workings of the NHS
- Events support with ability to travel to external locations when required
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Administrative Support Officer - Preston, United Kingdom - Lancashire Teaching Hospitals NHS Foundation Trust
Description
Job summary
We are delighted to invite applicants to apply for the position of Administrative Support Officer - Governors.
If you are somebody with drive and determination, an effective communicator and would like to join the Corporate Affairs team, this could be the role for you.
We're seeking a dedicated individual to take on the exciting roleto support Trust Governors and the Company Secretary. You will provide an invaluable secretarial and administrative service. Some of the key attributes for the role are excellent communication and inter-personal skills, together with a strong drive to develop harmonious relationships. A flexible approach and the ability to travel and transport light promotional materials is essential as the role involves supporting events both on and off the hospital sites
Main duties of the job
You will have a pro-active approach to your work, be able to demonstrate excellent communication skills, along with being able to multi-task and manage your workload effectively.
Whilst upholding the highest standards of professionalism and confidentiality,you will facilitate, support and coordinate the infrastructure required for the effective organisation of full meeting and event schedules.
You will exhibit Microsoft Office competencies and possess strong organisational skills, to ensure effective working practices are in place. Some duties will be problem solving and you will need a flexible approach, with a willingness to learn.
Without doubt, no two days will be the same. Your role will help to strengthen the infrastructure between the organisation and the Council of Governors.
About us
We have 9000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.
Job descriptionJob responsibilities
Qualifications and Education
Essential
Desirable
Knowledge and Experience
Essential
Desirable
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