Divisional Secretary

2 months ago

Wigan, United Kingdom Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust Full time

We are looking to recruit a Divisional Secretary to work 37.5 hours per week (Fixed Term 12 Months to cover Maternity). This role involves providing a full range of administrative secretarial support to the divisional management team. The post-holder will demonstrate an ability to work both supervised and unsupervised.

The Divisional Secretary is responsible for the management of diaries, typing of correspondence, reports, minutes of meetings, distribution of meeting agenda’s and updating any outstanding actions. Deputise for the Personal Assistants which can included completion of SVL’s recording attendance and the monitoring and updating of Annual Leave.

Choose Well - Choose WWL

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
- To handle all incoming mail and to take appropriate action where necessary, also to ensure outgoing mail is dispatched in a timely manner.
- To undertake the typing and distribution of general correspondence such as letters, memos, reports, e mail and faxes as required.
- Arrange venues and facilitate for meetings, produce agenda for, distribute minutes of and initiate action for meetings as appropriate, taking minutes.
- Liaise with other agencies and Trust Staff as and when necessary.
- Answer telephone queries and provide information for the Division
- Photocopying as requested/required.
- Provide secretarial cover to the Division as and when necessary.
- Collate requested information for Divisional Management Team
- As part of an admin support team, act as a contact for all communications internally and externally to the divisional management team prioritising all such communications as appropriate, including sensitive and confidential issues.
- Action work on own initiative without direct supervision, address and redirect, where appropriate, queries that would otherwise have to be handled by the management team. This will including drafting letters and memos as appropriate.
- Work flexibly as an admin support team to maintain an efficient service especially in times of absence, i.e. annual and sickness leave.
- Support divisional management recruitment administration where required, including the input of jobs to TRAC.
- Ensure smooth running and maintenance of the photocopier and other office equipment.

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