Administrator/PA

Vibe Recruit are working with the NHS to hire a temporary Administrator/PA to provide support in their Bicester office. We are looking for someone who can start immediately to work for a 4-6 week placement.

As an Administrator/PA you will be liaising with internal and external Directors, Managers, organisations and agencies as appropriate.

Administrator/PA Duties and Responsibilities

• Provide administration and secretarial support to the Directors personally, processing any patient, staff and commercial confidential information.
  
• Monitoring, managing and maintaining Directors' diaries using judgment to prioritise work schedules in accordance with constantly changing priorities and communicating with all parties in a professional and effective manner. Resolve conflicting diary appointments and schedules. Ensure each Director has all relevant information and papers for each diary entry.
  
• Ensure that each Directors' emails are monitored daily highlighting important items for their attention. Constantly filter, process and categorise emails where attention is needed from the Director. Reply on the Director's behalf where appropriate or propose/draft a reply or action for the Director.
  
• Process incoming mail, redirecting appropriately where input is required from others giving clear instructions and deadlines to obtain a speedy response and prioritisation.
  
• Filter incoming calls using initiative on issues that can be dealt with personally and where appropriate redirecting to senior colleagues. Deal with queries and complaints using own initiative/judgement and action accordingly.
  
• Organising meetings using Microsoft Outlook, liaising and communicating across various departments, both internally and externally. Compile and circulate agendas, record, prepare and distribute minutes of meetings as required within agreed timescales and according to Trust protocols.
  
• Organise all travel and accommodation arrangements for meetings, events and conferences locally, nationally and internationally including identifying venues and facilities with SCAS operational areas where necessary.
  
• Type meeting notes/flip charts/correspondence to a high using Microsoft Word and Excel. Draft appropriate correspondence on behalf of the Directors and proof read documents submitted for typing. Create and compile complex presentations using Microsoft PowerPoint.
  
• Accurately complete Director's mileage and expenses ensuring they are processed in a timely manner in accordance with payroll deadlines.
  
• Maintain confidential database systems relevant to the directorate for example: Contracts, IPR, and Medals. Obtain updated information and bring to Directors attention any anomalies
  
• You will regularly view sensitive and confidential information and will be required to maintain high levels of confidentiality. On occasion, material of a disturbing nature related to incidents may be viewed.

Skills

• Educated to degree level or equivalent experience in administrative procedures
• Accurate keyboard skills
• Excellent IT and organisational skills
• Excellent communication and interpersonal skills
• Maths/English to GCSE Level or equivalent
  

Hours: Monday - Friday 9:00am - 5:00pm

Pay: £12.75 - £15.66 based on experience

If you are interested in the role, please apply directly or call us on 01869 321322 for more information.

Vibe Recruit is acting as an Employment Business in relation to this vacancy.