Administrative Officer [Communications] (XN03)
To provide a full clerical support service to the department including organising, sorting and filing documents and papers; managing an electronic filing system, managing the communications inbox and calendar; responding to general enquiries, booking photographs, monitoring media on line and in print; photocopying, faxing and distributing information by post or email; typing letters and other documents To deal with communications and ad hoc enquiries from staff, members of the public, stakeholders and the media Receiving and relaying general verbal/written messages and responding by supplying straightforward information and guidance or referring to the relevant member of the department or other Trust staff as necessary.
To provide administrative support for meetings and events as required e.g. organising meetings including checking access arrangements, booking rooms and refreshments, sign language and ethnic minority language interpreters as appropriate, sourcing supplies for events; organising travel arrangements, administering expense forms, liaising with members regarding dates, sending out notice of meetings, agendas and minutes.To attend and service meetings as required. This could include welcoming participants, organising refreshments and taking minutes and typing them up and circulating them after approval. To maintain and update databases for electronic mail-outs and labels for Trust and staff departments and key stakeholders and organising electronic or paper mail-outs as required Updating relevant tracker information and producing reports when required.
Updating standard presentation slides using powerpoint and other software To objectively deal with difficult situations around queries from staff or the media on communications, matters involving colleagues as required. In particular to have the ability to tackle and resolve difficult issues with tact and sensitivity.
To adhere to relevant Statutory Instruments and Trust policies and guidelines e.g. Data Protection, Health and Safety, Confidentiality and personnel policies and guidelines. To maintain and develop the departments web site on the Trust intranet.
(Training will be given) To contribute to the production of information for distribution across the Trust and to other relevant organisations. Use departmental database for recording appropriate information as requested and producing reports.
Any other duties commensurate with the grade which may be required from time to time to ensure the effective running of the service.