Office Co-Ordinator

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Job Details

Published on 10/07/2024
Job location Newcastle upon Tyne NE15
Job sector
Company Name
Salary £25,147 - £27,596

Description

 

OFFICE CO-ORDINATOR 

 

1. Administration of Stakeholder Relationship Management (SRM) system and user accounts administration and reporting. This includes adding/removing users, creating accounts and, amending access levels. 2.

Manage the electronic diaries for the Senior Programme Lead and Programme Lead, including arranging and changing appointments, prioritising these as appropriate. Setting up meetings as and when required. Preparing agendas, meeting briefs, taking minutes, and updating the SRM with notes of meetings, distributing notes of meetings including typing up of discussions and interviews as and when required. 3.

Organising and planning national and local external and internal events that will support and enhance the work of the NHSBSA across England and Wales (e.g., Stakeholder events, user groups, away days) as necessary. Creating and distribution of any documentation required for the attendees. 4. Support SC&E colleagues with initiatives across the strategic Communications and Engagement Service that will contribute to and enhance the work of the NHSBSA across England and Wales .

E.g., preparing for events such an NHS Confed, NHS Providers annual conference , HPMA and HFMA national conference and regional events. 5. Take the lead on Health and Safety for the team of remote workers. Ensuring continuous understanding of associated procedures and practices to support health and well-being.

6. Create, raise and validate purchase orders and requisitions including for team members on secondments. Validate invoices to identify relevant cost centres; validate invoice totals and verify supplier costs are correct. Responsible for the accurate collation and sending of information to the accounts receivable team.

7. Working autonomously as the first point of contact when the management team is unavailable. 8. Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.

9. Provide administrative support and assist in the collation of information for reporting when appropriate which includes updating service information in various forms. 10. Responsible for management of travel requests and car hire for the senior programme lead.

11. Confidentiality is required as confidential / sensitive information will be held and maintained by the post holder (e.g., staffing lists) 12. To carry out other appropriate delegated duties as required. In addition to the above accountabilities, as post holder you are expected to: Undertake additional duties and responsibilities in line with the overall purpose of your role and as agreed by your line manager.

Demonstrate NHSBSA values and core capabilities in all aspects of your work. Foster an environment where your own and colleagues safety and well-being is promoted.Contribute to a culture which values diversity and inclusion. Comply with NHSBSA policies, procedures and protocols as they apply to your role. Working relationshipsResponsible to: The Senior Programme lead for Transformation and ChangeKey relationships and connections: Organisational staff and managers at all levels Business stakeholders