Are you a highly organised and detail-oriented professional with a passion for providing exceptional administrative support?
We are seeking a dedicated Administrative Support Officer to join our dynamic Digital Services department. In this role, you will play a crucial part in ensuring the smooth and efficient operation of our team by providing comprehensive administrative support to colleagues and managers.
Key Responsibilities:
• Administrative Support:Provide efficient and confidential administrative support, including managing calendars, booking meetings, and handling correspondence.
• Office Management:Maintain departmental records, files, and inventory, ensuring accuracy and organisation.
• Event Coordination:Plan and coordinate meetings, workshops, and other events, including logistics, documentation, and follow-up.
• Reporting:Prepare and analyse performance metrics and reports to inform decision-making.
• IT Asset Management:Manage the inventory and deployment of IT equipment, ensuring compliance with policies and procedures.
• Customer Service:Provide excellent customer service, addressing inquiries and resolving issues promptly.
• Provide comprehensive administrative supportto colleagues and managers within the IT department. This includes tasks such as:• Managing calendars, scheduling meetings, and booking conference rooms
• Handling correspondence, including emails, letters, and memos
• Maintaining departmental records, files, and inventory
• Coordinating events, such as meetings, workshops, and conferences
• Assist with IT asset managementby:• Maintaining an inventory of IT equipment
• Coordinating the deployment of new equipment
• Ensuring compliance with IT policies and procedures
• Prepare and analyse reportsrelated to department performance and operations.
• Provide excellent customer serviceto both internal and external stakeholders, addressing inquiries and resolving issues promptly.
Skills and Qualifications:
• Strong organisational and time management skillsto effectively manage multiple tasks and deadlines.
• Excellent communication and interpersonal skillsto interact effectively with colleagues, managers, and stakeholders.
• Proficiency in Microsoft Office Suite(Word, Excel, PowerPoint) and other relevant software.
• Attention to detailto ensure accuracy and consistency in work.
• Ability to work independentlyand as part of a team.
• A positive and proactive attitudewith a willingness to learn and adapt to new challenges.
If you possess these skills and are passionate about providing exceptional administrative support, we encourage you to apply for this exciting opportunity.
Apply now to join an organisation that has been awarded an ‘Outstanding’ rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
Main Duties & Responsibilities
1. To provide efficient and confidential support to colleagues and managers within the Department by delivering a comprehensive, high quality administrative service that will enable them to perform their role effectively and maximise their time efficiently.
2. Ensuring that day to day management, prioritisation and organisation of workloads is achieved by effective planning and monitoring.
3. To administer shared departmental calendars, booking platforms or mailboxes.
4. Assist IT Managers in budgetary management, ensuring that all orders, invoices and recharges are correctly processed and documented and that all exceptions are monitored to resolution
5. Provide office management to the entire IT department including maintaining departmental and central filing system, full administrative and clerical support, managing and monitoring confidential personal files, annual leave, Leavers, Starters and Variation forms and sickness records.
6. To take complete responsibility for administration of meetings, including arranging meeting logistics (attendees, date, location, facilities required etc), co-ordination and timely distribution of papers, recording and distribution of meeting minutes and administration of follow-up actions.
7. Produce and coordinate the creation of performance metric reports for internal and external stakeholders from a variety of sources and teams throughout the department. For example, the IT Service Management tool data.
8. Maintain an inventory of equipment, goods and services including Technical and IT Reference libraries to permit easy access to support information by IT staff.
9. Administer staff records for annual leave, sickness, training, appraisal, risk assessments, expenses and trust communications and follow-up with staff and managers where there are deficiencies.
10. Work within Trust and department guidelines, policies, practices and procedures. When these do not exist, the post holder is required create, document and implement new procedures.
11. The post holder is required to switch concentration between a number of different information systems while resolving problems. Interruptions are constant throughout the day, resulting in plans being altered at a moment’s notice.
12. Support the administration of key departmental documentation, such as risk registers, actions logs, reports (internal/external), health and safety assessments, building records, security incident logs.
13. Administer the IT intranet site ensuring it is organised and updated.
14. Responsible for raising and processing orders and invoices efficiently in accordance with the clients Standing Financial Instructions and resolve any queries that may delay payment.
15. Administer the ordering of departmental and client hardware and software, including supplier and customer liaison, stock and distribution management (receipt and delivery), and associated record keeping.
16. Administer deployment of PC assets in liaison with service desk, IT operational support (deployment), clients and users.
17. Perform audit of IT assets as part of Endpoint asset and inventory management processes. This may require travelling to other sites.
18. Administer the call management system and ensure requests are updated and reflective of current status within the department
19. Provide cover in other Digital Teams, including Service Desk, Collections and Registration authority, during periods of absence, as directed. This may require travelling to other sites
20. Provide a professional and customer-focused service through the life cycle of each call, manage customer expectations by keeping customers informed of progress and explain technical resolutions\ workarounds in a language that suits the customers technical understanding
This advert closes on Sunday 27 Oct 2024
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