Team Secretary

Competitive | LONDON | Contract
Posted 1 month ago

Title: Team Secretary/Administrator – I & T Department

Job base: Royal Brompton Hospital

Report to: CIO Directorate Business Manager

Job summary
• To assist and support in managing the day to day administration for the I & T Department as well as providing secretarial support to the senior members of the team.
• To provide a high quality, efficient administration service to support the smooth running of the I & T department, and to act as a central reference point for enquiries and queries.
• To collate and keep accurate records of all staff for annual leave, sickness and training, working closely with the management team to ensure that all staff records are up to date.

Main tasks & responsibilities
• Communication: To liaise with authors of policies/procedures and guidelines, and discuss with them regarding update of Trust procedures in a timely manner.
• Draft letters and responses as required, prioritising and responding on behalf of the Business manager as appropriate, referring if necessary.
• Take minutes at meetings as required and distribute to attendees.
• Deal with enquiries and answer calls for senior members of the team when they are unavailable, and follow up action as required.
• Establish good working relationships with other administrators and be able to provide cross cover where necessary.
• Manage the diaries of senior members of the I & T department, as well as collating and distributing documentation for meetings where required.
• Arrange meetings and appointments and exercise judgement when priorities conflict, referring where necessary.
• Provide a reception service for both internal and external clients.
• To work independently using own initiative, when senior members of the team are not available.
• Ensure that a professional approach is always taken, with particular emphasis on maintaining confidentiality.
• Ensure any queries are responded to in a timely manner to ensure that deadlines are achieved.
• Deal with travel arrangements and room bookings for the senior management team as required.
• Undertake clerical duties are required, to include typing, filing, collection and distribution of post.
• Policy & Service development
• To develop and implement administrative procedures and systems within own work area, review and update to meet service needs within the department.
• Resource management
• To proactively monitor departmental stationary and stock control and order new stock as appropriate subject to approval.
• To ensure that all office equipment is maintained.
• Report and deal with faults with office or IT equipment.
• People management
• Record staff annual leave, sickness and training working closely with the senior management team to ensure records are accurate and up to date.
• To assist with the induction of new members of staff where required.
• To be responsible for recording and maintaining all I & T leave records.
• To be responsible for submitting the monthly absence return information to the Human Resources Department.
• To be responsible for ensuring that the relevant manager receives sickness/absence forms for completion for the staff they manage and to ensure these are returned in a timely manner.
• Deal with invoice documentation, enquiries and tracking as well as entering the information onto the Trust’s E-Proc finance system.
• To type correspondence, reports and other documentation using Microsoft Office software.
• To ensure that the filing system is properly maintained, including a brought forward system.
• To ensure that staff notice boards are maintained and up to date.
• Share appropriate information in a fast, reliable and professional way with all appropriate colleagues and teams internally and externally.
• Research and development
• Contribute to own performance development reviews and ensure personal development plan is owned, reviewed and progressed.
• Undertakes audits as necessary to own area of work.

For more information about this role, please contact:

Bradley Large
01892 553 225

See Bradley Large's jobs
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