Public Health Contract Support Assistant

Provide secretarial/ and or administration support and advice to the teams and/or Sector to support several initiatives by: Taking telephone calls for others in the department when they are out and expected to use their initiative when dealing with phone calls and messages. Sorting and prioritising all incoming mail and e-mail, distributing as appropriate and managing generic inbox. Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate. 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 Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner. Organising and planning events as directed, providing all necessary supporting in local materials. Supporting teams in project management and participating in department events. Required to input, monitor and check data produced and required for on-going programmes and projects. Working with all team members in the collection of information for performance reporting on relevant team projects. Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Responsible for ordering stationery and consumables for the department, ensuring they are kept securely. Running and collating reports which may include reports to the Board and senior management as required. Preparing meeting agendas, papers, taking high level minutes as necessary and distributing notes of meetings including typing up of group discussions and interviews as necessary. Supervises staff in day-to-day activities as directed, allocating and checking work as necessary. Working together with other support assistants across the organisation to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base. Providing guidance and advice on relevant policies and procedures Participate in Research and Development activities when required and as directed. Carrying out other appropriate delegated duties as required Operate within and provide enhancements to current management information, reporting to enhance decision making processes. Updating, maintaining, organise, gather and analyse information to predict/meet future organisational and team needs by identifying best professional practice Support the development, implementation, monitoring and evaluation of new information systems Responsible for the development and maintenance of databases required for regular reports. Key Working Relationships Required to maintain constructive relationships with a broad range of stakeholders Participate in relevant internal and external working groups/projects, services, and initiatives which may be highly complex, sensitive, political, and contain contentious information with the aim of providing information and analytical advice to the teams

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