Snr Exec / Asst Mgr

Job Description

Position Title: Administrative Officer 

Department: Clinical Transformation

Reports to: Senior Exec/ Assistant Manager, Clinical Transformation

Position Type: Temporary

Position Summary: We are seeking a dedicated Administrative Officer to provide comprehensive secretariat support to the Physical Health and Rehabilitation Steering Committee. The successful candidate will play a crucial role in ensuring the smooth operation of committee activities, facilitating effective communication amongst stakeholders, and maintaining high standards of administrative excellence within our clinical transformation initiatives.

Key Responsibilities:

Meeting Management and Coordination The role involves coordinating all aspects of steering committee meetings, including scheduling sessions with multiple stakeholders, preparing and distributing meeting agendas, booking appropriate venues and equipment, and ensuring all necessary materials are available. The officer will be responsible for taking accurate minutes during meetings, capturing key decisions and action points, and distributing these records promptly to all relevant parties.

Documentation and Record Management Maintaining comprehensive records of all committee activities forms a core part of this position. This includes creating and updating committee documentation, managing filing systems both electronic and physical, tracking action items and their completion status, and ensuring all records comply with organisational policies and regulatory requirements.

Stakeholder Communication and Liaison The officer will serve as the primary point of contact for committee members and external stakeholders, managing correspondence and ensuring timely responses to enquiries. This involves coordinating with various departments across the organisation, facilitating communication between committee members, and maintaining professional relationships with all stakeholders involved.

Administrative Support and Project Assistance Providing general administrative support to committee initiatives includes preparing reports and presentations, assisting with project documentation, managing committee calendars and deadlines, and supporting the implementation of committee decisions through appropriate follow-up actions.

Essential Requirements: Candidates must possess a minimum of four years' experience in administrative roles, preferably within healthcare or committee support environments. Strong organisational skills and attention to detail are essential, along with excellent written and verbal communication abilities. Proficiency in Microsoft Office Suite, particularly Word, Excel, and PowerPoint, is required. Experience in minute-taking and meeting coordination is highly desirable.

Desirable Qualifications: A basic degree in Healthcare, Science, or related field would be advantageous. Previous experience working with steering committees or governance bodies within healthcare settings is preferred. Knowledge of clinical transformation processes and rehabilitation services would be beneficial.

Key Competencies: The successful candidate will demonstrate exceptional organisational abilities with the capacity to manage multiple priorities simultaneously. Strong interpersonal skills are essential for effective stakeholder engagement, whilst discretion and confidentiality are paramount when handling sensitive committee information. The ability to work independently whilst maintaining collaborative relationships across the organisation is crucial for success in this role.

Working Conditions: This is a full-time temporary position based within our clinical transformation department. The role may occasionally require attendance at meetings outside standard working hours, and flexibility to accommodate varying committee schedules is expected.