Band 4 Secretary

3 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
We require a motivated, organised and dynamic Secretary - Supervisor to join our Corporate Services team at Health Innovation West Midlands (HIWM).

You'll be joining a complex organisation that takes pride in what we do; working to bring partners together to support the development and adoption of innovations for patient benefit and promote innovation opportunities to improve health outcomes within our region.

The role will provide a comprehensive and efficient secretarial service to the HIWM executive leadership team (ELT) and Management Board. By personally assisting with the administrative workload, the Secretary - Supervisor will enable the Executives to optimise their workload and supporting the governance structures across the organisation. It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times.

You will be responsible for the day to day support and coordination of the executive and operational governance structures across the organisation.

HIWM are based at the ITM building in the Queen Elizabeth Hospital, and currently operate a remote working model with a requirement to travel to any one of HIWM or its partners locations as and when necessary.

**Main duties, tasks & skills required**:

- Provide a complete general secretarial service for the Executive Leadership team and HIWM Management Board. Organising of meetings, preparation of agendas and taking minutes. Schedule conferences, seminars and travel arrangements assuming responsibility for the daily management of the ELT diaries.
- Work on own initiative, without direct supervision and to tight deadlines
- Provide and receive complex information.
- Touch type from audio and / or shorthand the following documents: letters; reports meeting summaries etc
- Draft letters on behalf of the ELT
- Understand the operational and governance structure of HIWM
- Deal with queries and instigate appropriate action
- Knowledge and use of various Microsoft Office programmes including Outlook, Word, Excel, Teams, Power Point. Use of Trust intranet to provide information for the ELT.
- Work with the Corporate services team to develop and maintain filing system on behalf of the ELT to include correspondence, reports, research, data and analytics
- Assist with the collection and provision of statistical data
- Sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the ELT and the wider team for urgent action and which may be passed directly to other areas
- Provide reciprocal cover for the Corporate Services Team during absences

**About us**:
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

**Job description**:
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

**Person specification**:
**Qualifications**:
**Essential**:

- Good General Education (eg. GCSE English and Maths A-C) GCSE Level 9-4
- Business Administration NVQ level 3 or equivalent experience in a clerical environment
- AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology
- Working knowledge of medical terminology

**Experience**:
**Essential**:

- Experience of working as a Medical Secretary
- Experience of dealing with the Public/Customer service experience
- Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
- Experience of using IT systems
- Experience of working in Healthcare
- Good Organisational skills
- Able to use own initiative and deal with the unpredictable
- Abl

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