Management Support Administrator

The Management Support Administrator provides high-quality administrative, digital and organisational support to the West Suffolk Locality Management Team, ensuring services operate efficiently and effectively. The post holder will be responsible for managing complex diaries, coordinating meetings, supporting governance processes, maintaining digital systems and workflows, and facilitating effective communication across services. Working independently and proactively, the post holder will support operational delivery through accurate administration, action tracking, information management and the use of Microsoft 365 applications, including Teams, Outlook, SharePoint and Excel. The role will also provide supervision and support to designated administrative staff and contribute to service improvement initiatives across the locality.

Duties and Responsibilities

Management and Administrative Support

· Provide comprehensive administrative and secretarial support to the locality management team.

· Manage complex diaries, appointments and meetings, ensuring effective prioritisation of competing demands.

· Produce high-quality reports, presentations, spreadsheets and other documentation as required.

· Coordinate correspondence, enquiries and communications on behalf of managers, ensuring timely and professional responses.

· Maintain accurate records and filing systems in accordance with Trust policies and information governance requirements.

Digital Systems and Workflow Management

· Utilise Microsoft 365 applications, including Teams, Outlook, SharePoint, Word, Excel and PowerPoint, to support efficient service delivery.

· Develop, maintain and monitor digital workflow systems, trackers and databases to support operational management and governance processes.

· Support the implementation of new digital ways of working and promote effective use of technology across the locality.

· Assist with data collection, analysis and reporting to support service performance and decision making.

Meeting and Governance Support

· Coordinate meetings across the locality, including scheduling, preparation of agendas and circulation of papers.

· Attend meetings and provide accurate, concise minutes and meeting summaries.

· Maintain action logs and governance trackers, ensuring actions are allocated, monitored and followed up to completion within agreed timescales.

· Support the administration of locality governance groups, operational meetings and quality improvement forums.

Communication and Stakeholder Engagement

· Act as a key point of contact for internal and external stakeholders.

· Draft, format and distribute professional communications, briefings and updates on behalf of the management team.

· Facilitate effective communication between managers, clinical teams and partner organisations.

· Respond appropriately to enquiries, escalating issues where necessary.

Supervisory Responsibilities

· Provide induction, support and training to new and temporary administrative staff.

· Deliver supervision and performance support to designated administrative staff as delegated by line management.

· Contribute to staff appraisals, development plans and workforce planning activities.

You’ll learn the following whilst working at the trust:

1. An in depth understanding of the roles and responsibilities involved in working within the NHS

2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times

3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation

As a member of NHS Professionals, you have fantastic benefits

By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

This role may require you to show evidence of a degree or at least 2 years relevant experience., * Diary Management: 1 year (preferred)

· Competitive pay rates - work this week, get paid next week, · Varied working options to suit your lifestyle - access to the Bank gives you options of ad hoc shifts or longer-term placements

· Training and development opportunities - Keep up with the essentials and more

· Build holiday allowance for every shift you work - your work life balance is important to us

· Stakeholder pension scheme available - a flexible future for you and yours

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.