Administration personal assistant

To carry out all admin and secretarial duties required by the Division, including typing, dictation, filing, making appointments, photocopying, laminating, binding, issuing and recording of keys, and any other duties as appropriate. To produce formal agendas and take minutes of high-level meetings as and when required Diary management for Divisional Director of Estates Facilities and the Senior Team, including arranging meetings and refreshments as required, ensuring information required for meetings is readily available and taking minutes where necessary. Answering of incoming calls both internal and external in accordance with Trust quality standards. Dealing with queries and enquiries, ensuring prompt feedback to the appropriate person with all relevant information. Using Divisional IT systems, including inputting and reviewing data in line with Trust Policies and Procedures and IT Policy. To receive visitors: contractors, public and staff, issuing ID cards through the electronic visitor system and in accordance with Trust quality standards. Preparation of all documentation and literature appertaining to Minor Works, as defined in the Estates Facilities Divisions procedures including all relevant correspondence. To assist with the preparation and production of documentation associated with any Maintenance Contracts/Agreements undertaken by the Division. Maintaining satisfactory stock levels of the Divisional stationery, monitoring and reviewing usage, ordering, receiving, sorting, and arranging distribution on arrival, raising queries as to minimum stock levels in line with demand, when appropriate. To assist in co-ordinating, producing and updating of the Clerical Procedures Manual when required. The post-holder will also be required at certain times to undertake duties normally undertaken by the other administrative staff within the Division, to provide cover for periods of Sickness and Annual Leave.