The post holder will be required to manage the day-to-day administration of the Wellbeing Team and provide an effective Business and PA service to the Wellbeing Manager, ensuring that all administrative work is completed as required with accuracy and within set timeframes.

The post holder will provide a comprehensive administrative function involving responding to queries relating to wellbeing and Occupational Health (OH), the co-ordination of meeting requests and diary management, preparation of agendas and minutes as appropriate and any necessary follow up actions. In addition, there will be a requirement to record the Team's annual leave and arrange mandatory training for the Wellbeing Team.

The postholder will be expected to use their initiative and be able to work unsupervised, undertaking projects as and when necessary. The postholder will also be required to communicate effectively and efficiently with all levels of management and staff, displaying a high level of tact and diplomacy at all times and processing sensitive information confidentially.

Day-to-day communication with the Wellbeing Lead, other members of the Team and with EEAST people who use the Wellbeing and OH services.

Good relationships will need to exist with a wide range of people and services, both internal and external. These will include all members of the Trust across all roles and regions, and external providers such as OH, Chaplains, mental health related organisations, counselling and training companies.

Communicate effectively, in a confidential manner when appropriate, with a high degree of understanding in relation to own role and that of the Wellbeing department.

1.2 Supply a full administration service to the Wellbeing Team, supporting the implementation of the Wellbeing Strategy.

1.3 Responsible for managing and administering the in-house eye care voucher scheme.

1.4 To monitor levels of promotional materials and ensure files, relevant documents, visuals and so on are appropriately updated.

1.5 Provide administrative support using Microsoft Office packages and other Trust supported systems. This includes establishing and maintaining office systems, both paper and electronic, to a high and accurate standard.

1.6 To provide documentation and reports on service usage including OH KPIs and expenditure, as required and directed.

1.7 Act as the first and main point of contact for The Wellbeing Team, eg Trauma Risk Management (TRiM), Flu Vaccinations, OH queries, with some designated areas of responsibility. On occasion, may be the first point of contact for staff wishing to raise sometimes delicate, personal and welfare issues which may require tact and sensitivity.

1.8 Deal with enquiries, some highly sensitive, from a wide variety of sources. Ensuring where appropriate any Wellbeing emails/calls are actioned in accordance with appropriate guidance within delegated authority.

1.9 Show knowledge, and understanding, of the need to be resilient in relation to Wellbeing matters and to be able to demonstrate own resilience when dealing with challenging situations.

• Compile, manage and co-ordinate the diary/calendar of meetings using Microsoft outlook and Microsoft Teams. This includes the booking of venues and meeting rooms in advance, organising hospitality if appropriate and informing all attendees of arrangements.

• Prepare agendas, collate and distribute meeting papers in accordance with agreed deadlines and attend and take minutes of OH contract meetings, Team meetings and other meetings as required.

• Follow up on actions arising out of meetings, issuing reminders to workstream leads in a timely manner.

• Take responsibility for ensuring the Wellbeing Manager is provided with high quality briefings to inform meeting with others and/or decisions that s/he needs to take.

• Use own initiative to prioritise and manage daily tasks to ensure the efficient functioning of Wellbeing Team including reviewing emails and acknowledgements.

• Provide a comprehensive administrative service to the Wellbeing Lead including maintaining the diary, dealing with incoming correspondence/emails and telephone calls.

• Word process correspondence, reports, invoices, minutes and agendas to a high standard of accuracy, presenting using Microsoft Word, Excel and PowerPoint packages in line with the Trust guidelines and within agreed timescales.

• The postholder will be required to communicate effectively with the Wellbeing Manager, Wellbeing Team and Trust managers/staff, to obtain information which may have been requested with little notice.