Job Description

You will perform the below duties and responsibilities across the business support team but will, in most cases, be aligned to the Research Office/Team to aid effective communication and provide a single point of contact and resilience within the team.

• Priorities own workload to meet deadlines and demands of the service.
• To work with the executive assistant in aligned directorates and colleagues to ensure all key directorate tasks are prioritized and completed.
• A non-exhaustive list of tasks will include
• Any delegated regular support tasks required by the aligned directorate
• Manage incoming and outgoing correspondence
• Arrange conference calls
• Organize meetings including booking venues and equipment and assisting in setting up of room for the meeting/session as needed.
• Help with the production of the presentations, documents, and bulletins both physical and electronic.
• Updating the Intranet
• Transcribing / Copy typing
• Roster assistance
• Photocopying, Laminating, and Scanning of documents/posters.
• Work with the reception team to ensure cover at the Trust HQ front desk so our guests and callers have a positive image of the Trust.
• Provide a comprehensive administrative service to the Research Office/Team
• Work as part of a fully coordinated team and be prepared to cover other clerical areas within the department, as required.
• There is no direct provision of care or treatment to service users involved in this role.
• Role will involve contact/correspondence with service users and the media, and a high level of customer service and confidentiality is expected.
• Will follow Trust policies regarding the handling of service user information.
• Implements and maintains effective office systems and procedures, making maximum use of technology with the ultimate aim of achieving a paperless office.
• Develop and share good practice across relevant teams.
• Assist in training others within the role.
• Contribute and provide input to any service reviews as required.
• Ensure a good to excellent level of knowledge of relevant software and systems related to the role.
• To act as administration role models for the Trust promoting the effective use of available technology, and determining efficient procedures for tasks within the business support team.
• Provide and organize cover arrangements for their own role.
• To adhere to HCT policies and procedures at all times.
• Establish and develop strong working relationships with all members of the business support team especially within aligned directorate and reception team.
• Establish and develop good working relationships with key staff within aligned directorates.
• Assisting maintain a database of key external contacts.
• Good verbal communication skills including persuasion and influencing of others
• High standard of accuracy and English language/grammar in all written communications
• Post holder does not have a budget
• Ensure Trust policies on reducing expenditure and achieving savings are adhered to in own role.
• This role will come into contact with sensitive and/or confidential information – the post holder will ensure they follow the highest levels of corporate governance.
• Acts as a key point of contact for the team. Responsible for ensuring that information or queries are passed to the relevant team members in an appropriate timescale.
• Delegated tasks may include sole responsibility for ensuring the production of regular documents, or record keeping for the aligned directorate.

Required Knowledge, Skills, and Abilities

• Provide administrative support to the Research Office
• Create, maintain and update records relating to individual research studies.
• Coordinate diaries and work appointments for staff within the Research Office.
• Link directly with members of staff both within and outside of the Trust in relation to individual research studies.
• Work alongside other staff within the Research Office to ensure that key internet and intranet pages are updated regularly.
• Work as part of a fully coordinated team and be prepared to cover other clerical areas within the Business Support Team as required.
• A big thank you for considering joining us at Hertfordshire Community NHS Trust
• You’ll find it a great place to work with many benefits offered to you as a member of our staff
• We put our patients, their families and careers at the Centre of our vision - Outstanding Services and Healthier Communities
• Our staff are proud to be Innovative, Caring and Agile in their work to help achieve the Trust vision
• We welcome diversity in our workforce and are interested in applicants from all backgrounds

The post holder will be an administrator in the Business Support team within the wider Integrated Business Team (IBT) with a focus on providing administrative support within the Team. Duties will cover a wide range of, and specifically delegated tasks.
The role is self-managing with supervision and guidance. It requires using available technology and knowledge effectively to deal and solve varied and complex issues following appropriate prioritization. It is a key support element in the wider team ensuring that the administrative responsibilities of the IBT and Research Office are carried out to maximize the efficiency of corporate services.