Total 13 Junior Executive level Administrative / Clerical job vacancies in Milton, Florida

Major Duties Include (but not limited to):

• Generate memos, composing, and editing letters, reviewing correspondence for accuracy and completeness.
• Assist with folding of patient/provider letters and ensure that they are mailed timely.
• The ability to articulate medical information to staff from the service line to other service lines, patients, family members.
• Receives all incoming correspondence and routes appropriately.
• Timekeeper Duties - Serve as primary timekeeping, attendance, and leave administrator for the service line.
• Participates fully in the development of new or revised internal standard operating procedures as well tracking of the stand operating procedure process.
• Maintains inventory of office supplies and ordering supplies when appropriate.
• Perform records management functions as stated in relevant guidance to include records creation and collection, maintenance and use, and disposition.
• Assists with inventory of equipment used by the Community Care Services and process electronic work orders for equipment when needed.
• Serves as a PIV sponsorship for the Community Care Service Line.

Work Schedule: Monday - Friday 8:00 am to 4:30 pm
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Support Assistant (OA)/PD059840
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Starting at $44,117 Per Year (GS 6)

Incumbent may perform some or all the following duties as assigned:

A. Provides support through a· wide array of assignments to include general front office administrative services in direct support of all programs that fall under the FFSP Site, which may include, but is not limited to, the following tasks:

• Interacts with other service programs to ensure receipt of referral and documents; works with the Freedom of Information Act Office (FOIA) regarding requests for records and researching information in the record(s).
• Screens intake calls appropriately (does not conduct intake), schedules routine appointments for clients and conveys information to clients.
• Makes routine contacts with officials of other agencies in the community. Maintains the necessary documents, records, files and referral information, and similar program work.
• Provides information to clients about the program services, requirements, and procedures.
• Assists clients in the operation of copier, fax machine, and computer equipment/software available for official use, as assigned. Submits appropriate repair requests, service requests, and supply requests, and schedules routine maintenance, as necessary.
• Conducts follow­ up with clients answering any questions and aiding, as needed. Maintains referral directories, information of community resources, and similar office work pertaining to programs of the FFSP.

B. Provides clerical/administrative assistance/support, as assigned, which may include, but is not limited to, the following tasks:

• Establishes and maintains subject matter files and records that relate to the programs of the FFSP. Sets up and maintains logs showing the status of actions and correspondence, both internally and externally to the program. Ensures files include all required documents that are properly signed. Carries out confidentiality/PII guidelines and other essential procedures regarding personnel/client files/information. Composes non­ technical correspondence, ensures proper formatting; locates and/or assembles information for reports, briefs, etc.
• Receives visitors and telephone calls to the office, determines the nature of requests and directs visitors and/or callers to appropriate staff, or personally provides the information desired when routine or procedural matters of the office are involved. Uses diplomacy and tact in dealing with internal and external leadership, staff, and all other individuals. Receives/manages requests for appointments with the Supervisor/Program Site Manager, as needed. Checks on availability and confirms appointments. Reschedules appointments upon requests of the Supervisor/Program Site Manager or staff member.
• Responds to routine and non­technical requests for information. This may involve determining whether to release the information and the requestor's authority to receive the information, requesting guidance from the Supervisor/Site Manager when in doubt.
• Schedules appointments and makes arrangements for time, participants, and location of meetings and assembling background material in accordance with instructions from the supervisor for a variety of meetings that include but are not limited to the Family Advocacy Committee (FAC), Incident Determination Committee (IDC) and Sexual Assault Case Management Group (SACMG) meetings. Records, types, and distributes minutes from these meetings.
• Reports, tracks, and finalizes all building maintenance work requests. Maintains service logs on all maintenance issues within the FFSP complex.

• The employee uses the full range of functions, including advanced processes of one or more word processing software and/or desktop publishing applications to produce a variety of documents. Uses various functions of other software types such as calendars, electronic mail, spreadsheets, or graphics. The employee plans and carries out assignments with considerable independence.
• Uses multiple function office equipment and automated software to produce a wide­ range of documents, reports, spreadsheets, briefs, and tables. Typing is required.
• Performs timekeeping functions and advises management and staff on procedures and regulations for completing and certifying time and attendance records. Prepares/inputs time and attendance records. Prepares/inputs time and attendance data into applicable timekeeping programs for assigned staff and follows­ up with appropriate staff to obtain required information/documents, i.e., leave request, etc.
• Maintains documents in electronic files for easy retrieval. Creates and/or maintains a database for program statistical tracking. Makes backup copies of stored data, as appropriate.
• Performs other management support duties as assigned.

Starting at $44,117 Per Year (NF 3)

• Provides accurate and reliable administrative functions for the unit. Demonstrates excellent communication skills. Works and communicates effectively with managers, supervisors, team members, coworkers, partners, and visitors to achieve goals. Prioritizes work assignments and deals with unforeseen interruptions.
• Serves as a contact and advisor on matters relating to human resources, administration and timekeeping for the unit. Serves as a timekeeper and tracks payroll. Assists with human resources tasks associated with the unit.
• Prepares formal and informal correspondence. Skilled in typing, word processing, email, spreadsheets, managing database, and travel programs.
• Reconciles and reallocate funds, completes and tracks credit card purchases and property.
• Serves as advisor on procedures for procurement, tracks unit acquisitions and prepares purchase requests.

Starting at $44,117 Per Year (GS 7)

• Provides accurate and reliable administrative functions for the unit. Demonstrates excellent communication skills. Works and communicates effectively with managers, supervisors, team members, coworkers, partners, and visitors to achieve goals. Prioritizes work assignments and deals with unforeseen interruptions.
• Serves as a contact and advisor on matters relating to human resources, administration and timekeeping for the unit. Serves as a timekeeper and tracks payroll. Assists with human resources tasks associated with the unit.
• Prepares formal and informal correspondence. Skilled in typing, word processing, email, spreadsheets, managing database, and travel programs.
• Reconciles and reallocate funds, completes and tracks credit card purchases and property.
• Serves as advisor on procedures for procurement, tracks unit acquisitions and prepares purchase requests.

Starting at $44,117 Per Year (GS 7)

Duties include, but are not limited to:

• Serve as a vital resource for the Inpatient Mental Health Nursing for all administrative duties, supply ordering, project management.
• Manage administrative and clerical needs for Nursing Inpatient Mental Health; initiates problem-solving techniques when problems/conflicts arise prior to presenting the information to Mental Health Nursing Leadership.
• Prepare reports by the collection of data at various increments such as weekly, monthly, quarterly, and annually in support of Nursing Leadership.
• Utilize Minimum Data Set (MDS) to pull various clinical-based data sets for required reports.
• Manage administrative and clerical needs for the Baker Act Coordinator.
• Assist the Baker Act Coordinators with reviewing legal documents and tracking.
• Cataloging nursing records throughout their life cycle in the MKR Medical Records Database.
• Assist the Inpatient Mental Health Nurse Manager in bi-annual testing of the Live Process system particularly prior to inclement weather.

Work Schedule: Monday-Friday 8:00 a.m. - 4:30 p.m. Must be flexible and may need to work holidays to meet the needs of the organization.
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Administrative Support Assistant (Inpatient Mental Health)/PD073270
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Starting at $44,117 Per Year (GS 6)

To provide a comprehensive administrative service to the Head of Clinical Transformation To be able to prepare documents by copy typing using Trust software, currently Microsoft Office Software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to; Extensive email management, colour coding in priority, responding and delegating on behalf of Clinical Transformation Lead; To set up, administer and maintain statistical information using spreadsheets, database or dedicated Trust information systems ensuring that all information is readily available for presentation and use on a regular basis; To organise meetings, ensuring that agendas and papers are distributed in a timely manner and catering is organised as required; To provide a high standard minute-taking service and minute meetings at both a corporate and local level; To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering and ensure the effective time management for Head of Clinical Transformation To ensure effective systems are in place to provide relevant papers to the Head of Clinical Transformation ahead of time To take responsibility for and organise seminars, conferences, training courses or other special events, as necessary; To organise travel arrangements where necessary; To take responsibility for the sorting and distribution of incoming mail and documents; To keep an up to date record detailing staff leave (annual leave, sickness, study leave and any other authorised / unauthorised absence from CNWL) To deal with telephone calls and accurately record and pass messages appropriate, presenting a welcoming and professional image for the department and Trust; to use discretion in re-directing calls as appropriate; To ensure that any patient/relative calls/complaints/issues made direct to the office are sensitively and appropriately dealt with and that the outcomes of these are followed-up to ensure effective resolution; To administrate the complaints (external & CQC) process for the post holder portfolio ensuring that draft replies are received by the director 7 days before the due date; To circulate documentation/material in an effective and rapid manner using the communications network for staff; To ensure all work is completed to a high standard in a timely manner and that confidentiality is maintained at all times; To provide support, where appropriate, to other staff including diary and organising meetings; To carry out any other duties which commensurate with the grading of the post as required by the service and line management; The post holder will be expected to familiarise him/herself and comply with all personnel policies and procedures including the Equal Opportunities Policy. Any other secretarial or administrative duties appropriate to grade as requested by the Head of Clinical transformation;

The post-holder will support the Head of Clinical Transformation in the Child and Adolescent Mental Health Service (CAMHS). The post will provide an important administrative and strategic function to aid the Head of Clinical Transformation in transformative and business as usual activities at CNWL.

As this post holder is often the first point of contact to the Head of Clinical Transformation, the post holder will therefore need to have excellent interpersonal and telecommunication skills.

The post holder will be required to work in a busy and demanding environment and should be able to work without direct supervision and to exercise initiative. The ability to multi-task is also essential. The post requires the ability to work on own initiative and to liaise effectively with a broad range of professions and to maintain client confidentiality. To work alongside and to cover, when appropriate, other administration staff across several locations in some instances.

This is a varied and challenging post, suited to an individual with excellent interpersonal skills, the ability to work collaboratively, strong organisational skills, ability to adapt and take on new learning and a ‘systems approach’ to problem-solving.

There’s a place for you at CNWL.

We’re passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient’s own home. Patients are at the heart of everything we do.

Providing top quality care depends on our ability to employ the best people.

We’re always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we’re hoping to find our future leaders and we’ll support our staff by providing opportunities to develop your career.

With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more – whatever stage of your career you're at, there's always a place for you at CNWL.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

· To provide a comprehensive administrative service to the Head of Clinical Transformation

· To beable to prepare documents by copy typing using Trust software, currently Microsoft Office Software (letters, memo’s, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to;

· Extensive email management, colour coding in priority, responding and delegating on behalf of Clinical Transformation Lead;

· To set up, administer and maintain statistical information using spreadsheets, database or dedicated Trust information systems ensuring that all information is readily available for presentation and use on a regular basis;

· To organise meetings, ensuring that agendas and papers are distributed in a timely manner and catering is organised as required;

· To provide a high standard minute-taking service and minute meetings at both a corporate and local level;

· To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering and ensure the effective time management for Head of Clinical Transformation

· To ensure effective systems are in place to provide relevant papers to the Head of Clinical Transformation ahead of time

· To take responsibility for and organise seminars, conferences, training courses or other special events, as necessary;

· To organise travel arrangements where necessary;

· To take responsibility for the sorting and distribution of incoming mail and documents;

· To keep an up to date record detailing staff leave (annual leave, sickness, study leave and any other authorised / unauthorised absence from CNWL)

· To deal with telephone calls and accurately record and pass messages appropriate, presenting a welcoming and professional image for the department and Trust; to use discretion in re-directing calls as appropriate;

· To ensure that any patient/relative calls/complaints/issues made direct to the office are sensitively and appropriately dealt with and that the outcomes of these are followed-up to ensure effective resolution;

· To administrate the complaints (external & CQC) process for the post holder portfolio ensuring that draft replies are received by the director 7 days before the due date;

· To circulate documentation/material in an effective and rapid manner using the communications network for staff;

· To ensure all work is completed to a high standard in a timely manner and that confidentiality is maintained at all times;

· To provide support, where appropriate, to other staff including diary and organising meetings;

· To carry out any other duties which commensurate with the grading of the post as required by the service and line management;

· The post holder will be expected to familiarise him/herself and comply with all personnel policies and procedures including the Equal Opportunities Policy.

· Any other secretarial or administrative duties appropriate to grade as requested by the Head of Clinical transformation;


This advert closes on Wednesday 25 Sep 2024

Proud member of the Disability Confident employer scheme

Please refer to the attached Job Description for more details. MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices. We promote an inclusive workforce and encourage applications from applicants from all backgrounds. We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received. MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology. By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers. Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.

Notifications and On-holds Ensure that Notifications in respect of receipting and invoicing queries are resolved in a timely manner. To assist Internal Trust SBS users in resolving their notifications and invoicing queries in a timely manner. Purchase Orders Manage the close down of old Purchase orders to resolve GRNI issues in a timely manner. Admin Keep up-to date and maintain the supplier catalogues. To design and maintain appropriate purchasing electronic templates General To work with the Deputy Procurement Manager to identify and deliver changes to improve the efficiency and effectiveness of the procurement department To carry out any other duties as may be required from time to time to satisfy the requirements of the Trust and as specified by the Head of Procurement and the Deputy Head of Procurement commensurate with the grading of the post Please refer to Job Description for further details We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity and embracing inclusion. We welcome applications from everyone interested in working for us. MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices. We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received. MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology. By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers. Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.

Procurement Admin Assistant

Department: Procurement

Band 3 £22,816 - £24,336 Per annum

Hours: 37.5 per week, all MKUH roles will be considered for flexible working

We are looking to recruit a dynamic individual to join our Procurement team in delivering a high-quality procurement service to the Trust. The successful candidate will have experience of providing a robust invoice service ideally in an NHS Trust and able to evidence experience of using oracle and electronic ordering systems experience of working within an NHS Procurement Payable or NHS Procurement Department would be desirable.

You will be skilled in processing invoices to facilitate seamless payments, invoice matching and reduce notifications within the Trusts E-Procurement system. Able to manage and influence internal customer expectations as well as maintaining good supplier relationships.

You will have excellent communication and presentation skills, be results focussed with a track record of savings and benefits delivery.


Interview date: 26th September 2024
• Assist with resolving Purchase order invoice queries, via notifications and on hold reports, communicating with end users and suppliers to ensure prompt payment.
• Closing down old purchase order
• Work closely with SBS to resolve invoicing issues.
• Communicate with Suppliers and other Trust staff when an incorrect PO invoice process has been used.
• Provide cover for General Office
• Ensure SFI’s and the Procurement Strategy are adhered to.
• Various ad-hoc administrative duties required to assist in meeting Procurements goals and objectives.

'Administrative and Clerical colleagues experience a highly compassionate and inclusive work environment at MKUH, scoring 7.56 out of 10.'(NHS Staff Survey 2023).

You can expect a warm welcome at Milton Keynes University Hospital, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At MKUH we appreciate our staff and reward them with an outstanding benefits package including:
• Free on-site parking
• Free tea and coffee
• Great flexible working opportunities
• Discounted gym membership
• Lease car scheme
• Generous annual leave and pension scheme
• On site nursery (chargeable)
• Extensive staff health and well-being programme

Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.

Notifications and On-holds
• Ensure that Notifications in respect of receipting and invoicing queries are resolved in a timely manner.
• To assist Internal Trust SBS users in resolving their notifications and invoicing queries in a timely manner.

Purchase Orders
• Manage the close down of old Purchase orders to resolve GRNI issues in a timely manner.

Admin
• Keep up-to date and maintain the supplier catalogues.
• To design and maintain appropriate purchasing electronic templates

General
• To work with the Deputy Procurement Manager to identify and deliver changes to improve the efficiency and effectiveness of the procurement department
• To carry out any other duties as may be required from time to time to satisfy the requirements of the Trust and as specified by the Head of Procurement and the Deputy Head of Procurement commensurate with the grading of the post

Please refer to Job Description for further details

We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity and embracing inclusion. We welcome applications from everyone interested in working for us.

MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.

By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.

Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.


This advert closes on Tuesday 17 Sep 2024

Input stock orders onto the departments computerised catering stock management system to produce official orders following agreed deadlines and time schedules. Place orders with suppliers by email. Initiate action with suppliers to rectify incorrect deliveries. Input deliveries and invoices onto stock management system. Input stock movements onto stock management system. Responsible for matching delivery / invoices with orders. Assist with exporting invoices for payment. Request and chase suppliers for credit notes. To receive and deal with internal and external telephone calls. Responsible for the bookings for functions ensuring that all function request forms have a budget code or invoice address on before placing in the function diary. Assist with raising invoices / Internal Transfer for functions. Process voluntary service vouchers monthly and cross charge on an Internal Transfer. General clerical work including photocopying and filing. Monitor administrative stock in the administration office, ordering stationery and supplies as necessary Deal with incoming and outgoing post. Collect and deliver paperwork for Patient Services and the Restaurant. Liaise with all wards and departments. To help with data entry for weekly payroll, sickness absence To help with reports and typing of minutes To attend training as required. Demonstrate duties to new starters when required To adhere to the Trust and departments policies and procedures. To help maintain the running of the Admin office in the absence of the Administration Manager MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices. We promote an inclusive workforce and encourage applications from applicants from all backgrounds. We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received. MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology. By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers. Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.

Built on meritocracy, our unique company culture rewards self-starters and those who are committed to doing what is best for our customers.

Brown & Brown Premier is growing and seeking an exceptional individual with proven discipline, and commitment to join our Personal Lines Team as an Administrative Assistant.

The Administrative Assistant responsibilities includes collecting and entering data in databases and maintaining accurate records of valuable company information. A candidate working in data entry will need to efficiently manage a large amount of information that is often sensitive or confidential.

WHAT YOU'LL DO:

• Update the company database by inputting information from each call and keeping every customer field current

• Collaborate with Management team for data entry projects and misc. projects

• Scanning and filing documents into the company database

• Adding policies in database

• Processing carrier downloads

• Keep information confidential

• Perform all other assignments as required

WHAT YOU'LL HAVE:

• High School Diploma or GED required

• Minimum two years’ experience in a customer service role

• Ability to maintain a high level of confidentiality

• Ability to work well in a team environment

• Advanced knowledge of Word Processing software; Spreadsheet software and Database software

WHAT WE OFFER:

• Excellent growth and advancement opportunities

• Competitive pay based on experience

• Paid Time Off (PTO)

• Generous benefits package: health, dental, vision, 401(k), etc.

• Employee Stock Purchase Plan

We are an Equal Opportunity Employer. We take pride in the diversity of our team and seek diversity in our applicants.

To provide a comprehensive administrative service to the executive assistant and directors in the post holders portfolio and other executives; To be able to prepare documents by copy typing using Trust software, currently Microsoft Office Software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to; Extensive email management, colour coding in priority, responding and delegating on behalf of Directors if appropriate; To set up, administer and maintain statistical information using spreadsheets, database or dedicated Trust information systems ensuring that all information is readily available for presentation and use on a regular basis; To organise meetings, ensuring that agendas and papers are distributed in a timely manner and catering is organised as required; To provide a high standard minute-taking service and minute meetings at both a corporate and local level; To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering and ensure the effective time management for directors in the post holder portfolio and other directors, including maintaining an effective electronic bring forward system; To ensure effective systems are in place to provide relevant papers to the directors in the post holder portfolio ahead of time, being mindful that directors are often working across different locations. To take responsibility for and organise seminars, conferences, training courses or other special events, as necessary; To organise travel arrangements where necessary; To take responsibility for the sorting and distribution of incoming mail and documents; To keep an up to date record detailing staff leave (annual leave, sickness, study leave and any other authorised / unauthorised absence from CNWL), for the directors in the post holders portfolio; To liaise with HR on hearings, take notes at these meetings and to assist with any other employment related matters; To deal with telephone calls and accurately record and pass messages appropriate, presenting a welcoming and professional image for the department and Trust; to use discretion in re-directing calls as appropriate; To ensure that any patient/relative calls/complaints/issues made direct to the office are sensitively and appropriately dealt with and that the outcomes of these are followed-up to ensure effective resolution; To administrate the complaints (external & CQC) process for the post holder portfolio ensuring that draft replies are received by the director 7 days before the due date; To act as the joint initial point of contact for directors in the post holders portfolio and other allocated directors for internal staff and external organisations; To circulate documentation/material in an effective and rapid manner using the communications network for staff; To ensure all work is completed to a high standard in a timely manner and that confidentiality is maintained at all times; To provide support, where appropriate, to other staff including diary and organising meetings; To be as flexible as possible to work across portfolios to ensure that cover is provided to all managers to maintain a high standard of cover. This includes ensuring that calls to the management team are answered at all times during the agreed office hours, including lunch time periods or any other such times as the service requires. To carry out any other duties which commensurate with the grading of the post as required by the service and line management; The post holder will be expected to familiarise him/herself and comply with all personnel policies and procedures including the Equal Opportunities Policy. Any other secretarial or administrative duties appropriate to grade as requested by the executive assistant.