Job descriptionWe are seeking a highly motivated, efficient and personable administrator to join our secretarial team assisting the Executive Management Team and to provide support to the Freedom of Information (FOI) process. Part of the role will require working as part of a small executive support team to provide a professional, comprehensive service and ensure the smooth running of the office. In addition, you will be working with the Company Secretariat to acknowledge and process FOI requests. The ideal candidate will be an experienced administrator who can demonstrate strong interpersonal skills together with a 'can do' flexible attitude. They will require a friendly and positive outlook, with the ability to manage multiple diaries effectively and take ownership of office processes, in order to provide high-level, comprehensive support to Deputy Executive Directors within the Executive Management Team. The post holder will be able to manage and prioritise demanding workloads effectively and be used to working in a fast-paced environment, delivering high quality administration and office management. You will have a clear understanding of confidentiality and the need for discretion and sensitivity. You will be part of a friendly and pro-active Executive Support team, helping to provide seamless and high quality support. Administrative Support 1. Manage the Deputy Directors’ diaries, ensuring they are kept up to date and makes the best use of time, flagging any issues that arise. 2. Organise meetings, events, interviews and appointments, ensuring that appropriate arrangements are made. 3. Promptly and accurately produce letters, memos, reports, presentations and other documents as required. 4. Minute taking for key meetings, recording notes and actions accurately and distributing in good time. 5. 6. Meet and greet guests and provide an effective ‘front of house’ service. Freedom of Information 1. Maintain an effective system for recording, controlling and responding to all requests for information received by the Trust under the provisions of the FOI Act ensuring that the Trust complies with the requirements of the Act in relation to disclosure and response times. 2. Responsible for monitoring the FOI mailbox to ensure that requests are responded to within the appropriate timescales. 3. Acknowledge and log all new FOI requests checking that the relevant criteria have been met in line with the FOIA 2000 and the Trust FOI policy including indicating a response time. 4. Identify and escalate complex requests / matters that require involvement of the Assistant Company Secretary. The North Middlesex University Hospital NHS Trust is a medium-sized acute and community trust with over 525 beds and over 600 community staff, serving more than 600,000 people living across Enfield and Haringey and the surrounding areas, including Barnet and Waltham Forest. The hospital has been on its present site for over 100 years. The Trust’s services are provided on the North Middlesex University Hospital site as well as a range of community sites across the London Borough of Enfield. They provide services in collaboration with a range of partners, including local GPs, acute, mental health and other community health service providers across North Central London. North Mid is part of North Central London integrated care system – consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS’s, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches. We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George’s University Grenada, and for nursing and midwifery students from Middlesex and City Universities. Full details of the role and responsibilities can be found within the job description and person specification.
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