Administration officer

• Provide excellent secretarial support to the Associate Director of Mental Health Legislation, IG and Medico Legal team
• Coordinate and minute the Mental Health Legislation Steering Group (MHLSG) and any other meetings at senior level within the Mental Health Legislation, IG and Medico Legal team framework
• Support the Mental Health Legislation administrators based at St Nicholas Hospital, with admin duties
• Assist the Mental Health Legislation Specialist in preparation of agendas, taking minutes, and following up action plans etc for the MHLSG meeting
• Provide support to the senior team members, including managing the diary for the Associate Director, coordinating and arranging meetings with the Trust board members and trust Execs
• Work within well-defined administrative systems and processes to deliver the secretarial support
• Work with the Mental Health Legislation team with admin duties and responsibilities effectively as and when directed
• Liaise and communicate effectively with all levels of staff within the services, wider Trust and external partners
• Taking minutes regularly at board level
• Following-up actions and the distribution of papers in a timely manner
• To produce/update/amend reports, documents and PowerPoint presentations in a timely manner
• Diary management via Outlook, booking meetings and venues

• Word Processing skills at Level 3 (OCR/RSA Level 3 or equivalent qualification and/ or demonstrable relevant experience) eg
• NVQ Level 3 in Business Administration
• Audio typing qualification or demostrable equivalent experience
• General Level of education to O-Level / GCSE or equivalent
• Knowledge of NHS Policies and Procedures
• Working knowledge of Microsoft applications, including e-mail communication
• Ability to maintain and update Patient Information Systems e.g. RiO
• Good working knowledge of office procedures
• Previous secretarial/clerical experience
• Ability to uphold confidentiality at all times
• Able to prioritise and plan own workload
• Excellent communication and interpersonal skills, both verbal and written
• Experienced Minute taking skills
• Good organisational and planning skills using own initiative
• Flexible attitude to cope with fluctuating workloads and the occasional requirement to cover other areas in cases of staff absence
• Extensive experience and knowledge of specialist administrative functions
• Discrete in handling confidential and sensitive information

NVQ Level 3 in Customer care (or equivalent)