Project PA / Administrator

Provide a comprehensive administrative/PA service to the VIN General Manager and Surgical Centre Project Team. This will include minute taking and drafting agendas, letters and emails and co-ordinating responses with minimum supervision and guidance for the appropriate action logs, dealing with day-to-day telephone enquiries and managing electronic diaries. Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available, and that all relevant parties are briefed on any difficulties, problems or issues. Build and maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services for the project. Exercise own judgement based on acquired knowledge and experience, as to when to deal with queries or issues personally and when to escalate to the VIN General Manager or other member of the Elective Hub project team
and with what degree of urgency. Type and draft where appropriate, correspondence and other documents as required, checking all typing for accuracy, spelling and grammar before it is sent. Produce minutes, draft agendas and co-ordination of action logs, produce letters, memos, reports, tables, presentations and other documents fully utilising Microsoft Office. Be fully conversant with all required electronic systems for correspondence, including specialist computer systems as applicable. Develop and continually improve effective information management systems. This includes maintaining an efficient bring forward system to effectively monitor work that has been delegated elsewhere. Progress/chase outstanding items dealing confidently with staff at all levels both internally and externally. Maintain an effective and up-to-date filing system and regularly review old files in line with departmental retention and disposal arrangements. Develop and maintain systems for monitoring actions across
the various elective hub workstream groups. Always represent the Team in professional manner.