Band 4 PA

·Maintain confidentiality in relation to all matters within the office.

·Communicate with outside agencies such as the Health & Social Care Board, RQIA, PSNI, NI Court Service, MLA's, Coroners Office, Prison Service

·Organise Serious Adverse Incident audits (Suicides and Serious Untoward Events) this includes preparation of paperwork, inviting relevant bodies, minute taking at meeting, understanding medical terminology, compiling minutes and distributing after approval. Also being the central point of contact in relation to Serious Adverse Incidents for the whole of the Mental Health, Learning Disability and Community Health and Well-being Directorate liaising with the Trust's Governance Department weekly and also maintaining the Master File for all Serious Adverse Incidents and logging them appropriately. Ensure that all Notification Forms are completed on behalf of the Assistant Director and forwarded within the 48 hour timescale to the Chief Executive's Office, Director of Mental Health & Disability Services and the Trust's Governance Department

·Deal with the managers general correspondence and be required to analyse all incoming mail / e-mails / information and ensure it is dealt with in an effective, efficient and prompt manner eg

·By drawing urgent and important matters to the managers eg: Parliamentary Questions which have been forwarded from the Minister of Healths' Office by communicating with the Chief Executives Office, Directors, Assistant Directors, Heads of Services, Locality Managers, Team Leaders etc.

·By drafting letters, paperwork on behalf of the managers.

·By ensuring that issues are addressed and correspondence is brought to the relevant meeting or forum.

·The organisation of outgoing mail and correspondence within appropriate timescales and deadlines.

·The preparation of documentation, presentations (files and papers) for the Business & Governance Manager in advance of meetings and provision of briefings as appropriate.

·Servicing meetings including preparation of agendas, preparation and distribution of papers, minute taking and follow up action where necessary.

·The maintenance and updating of diaries including the organisation of meetings as required.

·Co-ordination of actions to all enquiries ensuring that they are dealt with by relevant individuals within appropriate timescales and that any exceptions are reported.

·To put in place administrative systems which will assist the managers to ensure that all deadlines are met and follow up any outstanding matters.

·Developing and maintaining efficient filing systems.

·Making all travel arrangements, travel schedules, accommodation etc required managers.

·Sourcing locations of where meetings are held to assist the managers

·Recording of monthly sickness and absence for professional leads to managers.

·Monitor and record all relevant annual leave.

·Ordering stock and monitoring requisitions

·Screen and re-direct as necessary all incoming and outgoing telephone calls.

·Be responsible for word processing of all correspondence for namely, letters, memos, spreadsheets, reports and all other documentation as requested.

·Responsible for maintaining and monitoring a B/F system to ensure deadlines are met by the managers.

·Undertake relevant research as required by the managers to assist in undertaking their duties.

·Input and retrieve appropriate information from computerised systems eg EPEX, etc

·Ensure that appropriate action plans are prepared and followed up and that records are maintained.

· Assist in supporting managers with disciplinary's and Grievances

·Provide cross cover support to other members of the Mental Health Management Team as required

·Assisting Governance re Inquests

·The post holder will be responsible for the day to day management of administrative staff within Noble House which will involve regular staff meetings and the recording, management and monitoring of all types of leave and of staff and team performance.