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Detailed job description and main responsibilities

The post holder will be responsible for providing comprehensive administrative, managerial, and secretarial support the Infection Prevention and Control Team. 

They will be expected to work independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes.

 MAIN RESPONSIBILTITES

• To act as the first point of contact for enquires and correspondence for the above team, referring matters as appropriate, by telephone, email or face to face based on the level of urgency.

• To be proficient in the use of Microsoft Word, Excel, and other software packages as required.

• To action all incoming mail and queries as appropriate

• To ensure work objectives are met on a day-to-day basis

• Prioritise workload on a daily basis, referring to line manager for guidance as necessary

• Assess calls and enquires for urgency and priority, forwarding calls where appropriate. 

• To maintain and develop up-to-date and efficient office systems including filing.  To manage the Teams data bases and ensure they are updated and kept in an accurate manner.

·         Able to use initiative during working day to arrange meetings, prepare papers and distribute all papers in agreed timeframes.

·         To take minutes for committees and other meetings as required and do draft minutes in agreed timeframes.

·         Gathering and sharing statistical data as requested.

·         Supporting additional project work plus support development of business plans e.g. gathering information and producing reports and presentations, as required.

·         To perform any administrative duties required for specific area of work

• Be responsible for stock ordering and monitoring of stock

·         To locate and collect patient notes as required by the teams

OFFICE MANAGEMENT AND ADMINISTRATION RESPONSIBILITIES

• To ensure that the office environment is well-maintained and kept in a usable and safe order.  Ensure that any equipment is in good working order, e.g. printer.

·         Report any equipment that is not working to the appropriate department (s) and follow up.

• To be responsible for the ordering and maintenance of all supplies used by the Infection Prevention and Control Team using on the e-procurement online ordering system.

• To prepare papers in advance of meetings, appointments, teaching sessions, study days, conferences and any other events.

• To communicate in a professional manner with external agencies on behalf of the infection control team as required.

• To assist in the maintenance of an accurate recording system as required

• To be responsible for the taking and drafting of minutes for relevant meetings. To circulate agendas for future meetings and ensure that all necessary requirements are in place.

• Contribute and assist with the design and production of leaflets and other publicity in conjunction with the teams.

• Ensure all documents and information are handled with the appropriate level of sensitivity in line with data protection and information governance policy.

• In conjunction with the teams assist with special project work including the collation and preparation of reports for the teams.

·      To assist with the resource section of the Trust intranet and maintain and update the Policies, procedures and standards and newsletters in collaboration with the team.

• The job description gives a general outline of the duties of the post and is not intended to be an inflexible or finite list of tasks. It may be varied, from time to time, after consultation with the post holder.