Our client is a leading medical charity who is looking for an experienced part time (22.5 hours) to give a complete and efficient secretarial service to the Director of Mission and Clinical Goverance Lead
GENERAL ADMINISTRATION AND CORRESPONDENCE
- Deal with in-coming and out-going mail, photocopying and filing.
- Prepare and type written responses and other letters and documents as required.
- Be a point of contact for telephone enquiries, taking messages, providing replies or undertaking follow-up action as requested.
- Arrange visits and other events at the charity
- Liaise with other departments, for example Fundraising and Education who arrange visits and who require the presence of the Director of Mission.
- Meet visitors on behalf of the Director of Mission.
- Produce a range of draft documents using MS Office products to include reports and correspondence as requested by the Director of Mission and the Clinical Governance Lead.
- Organise and attend meetings as requested. Take notes/Minutes circulating Agendas, Minutes and related correspondence as required by the Director of Mission and Clinical Governance Lead
- Prepare papers and organise meetings on behalf of the Director of Mission preparing/circulating Agendas as required.
- Organise venues for any meetings required by the Director of Mission and Clinical Governance Lead
CLINICAL GOVERNANCE DATABASE, POLICIES AND PROCEDURES MANAGEMENT
- Enter information regarding accidents and incidents that take place within the organisation onto an established database
- Enter information regarding complaints received onto an established database, updating as appropriate in response to actions
- Provide administrative assistance in the preparation and update of organisational policies and procedures, using an established format for Policy compliance purposes.
- Provide typing assistance, preparing letters, also typing up any notes from investigations of complaints, incidents and similar, as required
- Distribute policy and other documents for comment,
- Ensure that policy files held by the different departments in the charity are up to date and maintained at a high quality
MAINTAIN SYSTEMS AND PROCESSES
- Organise and maintain the diaries of the Director of Mission and Clinical Governance Lead, liaising with other staff and externally.
- Organise and maintain an electronic diary (Outlook) for all members of the Chaplaincy Team including secondees to the Chaplaincy Department.
- Arrange meetings, booking rooms and equipment as appropriate and organising refreshments with the Catering Department as necessary
QUALIFICATIONS AND KNOWLEDGE
- Have in-depth knowledge and experience of using MS Office: Word, Excel, PowerPoint, Publisher , Outlook and Internet search skills
- Excellent and proven secretarial qualifications (RSA level 3, Advanced European Computer Driving Licence (ECDL) or Advanced (Computer Literacy and Information Technology (CLAIT) or equivalent)
- 50+ touch typing speed
- Audio typing skills
- Excellent minute taking skill
EXPERIENCE
- Experience of providing skilled secretarial support to senior managers
COMMUNICATION AND PEOPLE SKILLS
- Excellent oral and written communication skills
- Ability to deal with people at all levels with tact, discretion and diplomacy
- Warm and friendly personality
ORGANISATIONAL SKILLS
- Excellent administrative, organisational, record keeping and interpersonal skills
- Ability to manage and prioritise a range of daily tasks
- Ability to respond flexibly to demands and prioritise tasks
- Ability to identify improvements within existing systems
- Proven ability to establish administration / office systems
- Be motivated and have the ability to use own initiative
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