Divisional Support Secretary

5 months ago

Preston, United Kingdom Lancashire Teaching Hospitals NHS Foundation Trust Full time

Working with us as our divisional support secretary gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.

You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.

You will be a divisional support secretary providing secretarial and administrative support to the senior management team alongside the divisional PA. You will support the efficient channeling of communication between the senior management team and a wide range of multi-disciplinary teams across the Trust. Providing a quality secretarial service at all times.

You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity at all times.

We have 10000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.

You’ll have access to varied development opportunities, learn new skills, meet fab people & do things you’d never have done. You’ll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.

Provide administrative and secretarial support to the senior leadership team. The post holder will often be the first point of contact for external and internal stakeholders and will be expected to work independently using their own initiative with mínimal direct supervision.

Manage electronic calendars for the senior management team, organizing meetings and minuting meetings as and when required. Accurately maintain an electronic diary with effective communication of diary commitments. ️

Coordinate meetings at the request of the team, occasionally arranging venues and refreshments for off-site meetings.

Provide secretarial/administrative services to the Division by perusing and distributing incoming correspondence, disseminating information, composing reports and correspondence, maintaining up-to-date filing systems, and continuously developing administrative practices to ensure order and efficiency in the department.

Manage all telephone calls into the department and redirect where necessary. Chase progress on all issues with appropriate managers on behalf of the Division and when necessary to ensure that deadlines are met.

Maintain efficient and effective administrative systems, including bring forward, and message ensuring files and papers are available and up to date, providing briefings for the day’s activities, highlighting deadlines, and potential conflicts of interest.

Attend meetings to take minutes and produce/distribute documentation as required. Provide secretarial and administrative support when other members of the team are absent. Use databases and computer packages where appropriate to initiate and maintain records and generate statistics for analytical purposes.

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