Job Description

Provide effective and efficient administrative and PA support to the Postgraduate Dean in the West of Scotland Region, 2 General Managers and Lead Business Partner in the Medical Directorate. This will involve extensive use of IT and communication systems.

Key tasks will include but are not restricted to;

1. Provide diary management support, to sort, distribute and priorities incoming mail, using judgment and experience to decide which correspondence is passed to the team and which is retained for action as appropriate.
2. To organize and co-ordinate meetings/conferences at a national level/training events/project or steering group meetings for the team, organizing diaries, taking and distributing minutes, preparing materials/delegate packs and arranging catering/equipment.
3. To be responsible for the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures as determined by directorate and department.
4. Deal with non-routine enquiries received by the department from doctors, managers, staff and external organizations, sending out all the relevant documents/other information as requested, providing direct support for all enquiries, progress chasing and problem solving.
5. Support the planning and organization of Training Programme Director and APGD recruitment.
6. To carry out a range of administrative tasks applicable to their department/directorate and be able to provide cover for other team members as and when required. Work proactively suggesting and implementing changes to policies out with own role but within the directorate/department.
7. To audio type/copy type correspondence and a range of other types of documents to the highest level of accuracy.
8. Updating the NES and Deanery websites using Umbraco.

Required Knowledge, Skills, and Abilities

These will include but are not restricted to; Relevant experience in an office administrator/PA role including diary. management, dealing with correspondence, preparation of meeting papers, minute taking and general administrative duties. Excellent organizational skills with the ability to manage the time of self, prioritizing tasks to meet challenging deadlines. Excellent written and communication skills. A good working knowledge of Microsoft packages (e.g. Word, Excel, Office 365). PowerPoint) and hands on IT experience of database packages including electronic filing systems. Ability to collate and produce reports and statistical information. Demonstrate honesty, integrity, care and compassion when dealing with others, utilizing tact and persuasion skills when necessary. Awareness of Data Protection legislation and appreciation of the need for discretion and confidentiality in the workplace.