Our client based in Bristol is looking for a hard-working Band 4 Medical Secretary Administrator to join their team as soon as possible on a temporary basis for 4 -6 weeks, working Mondays – Fridays, 37.5 hours per week.
Reports to – Administration Lead
• Provide confidential administrative support.
• Liaising with company solicitors.
• Note taking at senior level meetings and / or court hearings.
• Design, develop, monitor and review information storage systems such as paper records, databases, spreadsheets and presentation packages.
• Responsible for managing deadlines, ensuring documents are scanned and filed correctly.
• Act as the main point of contact for all matters on behalf of the related team, prioritising the processing of enquiries or information and responding as appropriate.
• Support the management departmental projects and obtain and provide key information and data for use by the service and organise and maintain accurate filing and retrieval systems.
• Support aspects of the Directorate’s work including appointments, extensive diary management, correspondence, travel and venues as required, in addition to managing dates, producing agendas, minutes and all key paperwork for meetings.
• Be responsible for providing IT support to the Directorate, ensuring that the IT filing structure is designed, controlled and employed appropriately, and that key Excel database documents are regularly archived. Provide support and guidance to users of these database systems where necessary.
• Collate and draft reports and assist in the planning and preparation of presentations and documents.
• Daily administration duties including confident use of computers, including competent use of Word, Excel, PowerPoint, database and other software packages as required.
• Respond to internal and external enquiries, either written, email, face to face or telephone using empathy and judgement.
• Work with a variety of information management systems, e.g. risk management, learning & development systems.
• Support improvements and initiatives within the Directorate.
• Ensure relevant databases are up to date, accurate and comply with relevant legislation.
• Plan complex activities.
• Work within the procedural guidelines.
• Ensure deadlines are met and take appropriate action to make sure that work is completed to given timescales.
• Experience in creating detailed databases and information logs.
• Knowledge of MS Office packages.
• Ability to learn new systems and processes.
• Ability to use own initiative and prioritise own workload
• The ability to resolve time sensitive issues with a high degree of precision and exhibit strong organisational skills.
• Present information in an accurate, orderly and structured manner.
• A can-do attitude to problem solving.
• Excellent verbal and written communication and team working skills.
• Ability to travel to meetings in a timely manner as required.
• Prepared to work flexibly.
• Ability to analyse situations and information to identify and resolve queries
• Possess an inquiring mind that will challenge the status quo.
• Perform data analysis, which may involve making judgements when handling complex information.
• Work independently, although some aspects of work is managed.
• Exercise discretion as to the degree of urgency and confidentiality required when acting on behalf of designated professionals.
• Legal / complaints experience would be desirable but not essential.
• Experience of managing confidential and complex data.
• High standard of computer literacy and experience of using Office PC applications including Word, Excel, PowerPoint and Outlook to an advanced level.
• Experience of taking minutes in complex meetings.
• Previous administrative experience.
• Experience of working with minimal supervision.
• Experience of managing a database.
• Ability to produce qualitative and quantitative reports.
• Experience of working in a multi-professional organisation.
• Experience in customer service environment.
• Experience of managing wide and variable workloads.
• Experience of creating databases, presentations and corporate reports.
Knowledge and Qualifications:
• Good standard of secondary education, including Maths and English at GCSE level (Grade C or above).
• NVQ level 3 in Business Administration or equivalent level of experience.