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Secretary to Associate Director of Quality Governance
2 months ago
About the Role
We are seeking a highly motivated and organized Secretary to provide administrative support to the Associate Director of Quality Governance. The successful candidate will be responsible for providing comprehensive and effective secretarial/administrative support to the Associate Director, dealing with personal callers, telephone enquiries and incoming and outgoing emails, and maintaining confidentiality of information at all times.
Main Responsibilities
- Provide administrative support to the Associate Director, including managing diaries, organizing meetings, and preparing agendas and supporting papers.
- Monitor the Associate Director's Outlook inboxes, ensuring that any urgent messages are brought to their attention or take other action as appropriate.
- Ensure that the work of the Associate Director is carried out smoothly, confidentially and effectively, and that all Group/Trust/directorate policies and procedures are adhered to in a coordinated single approach.
- Effectively manage the diaries for appointments, meetings, travel and accommodation etc.
- Organize and schedule meetings as requested, booking suitable internal/external venues (with refreshments and/or equipment as required), checking attendee availability, and maintaining master files (electronically and manually) for meetings of which the Associate Director is responsible.
- Provide general secretarial/administrative support to clinical governance processes.
- Provide secretarial support through note/minute taking at meetings.
About Us
Northern Lincolnshire and Goole NHS Foundation Trust is part of one of the largest acute and community Group arrangements in the NHS, seeing well over one million patients every year and managing a budget of over £ billion. We are committed to delivering world-class hospital and community services for the million people we serve.
We believe that by developing a diverse, inclusive, innovative, skilled and caring workforce, we can deliver excellent care to our patients and a great future for our employees, our Group and our community.
Person Specification
Essential
- Minimum 2 years secretarial experience.
- Working knowledge of computer packages (Microsoft Word, Excel, Outlook and PowerPoint).
- Organising meetings & minute taking
- Managing diaries
- Advanced keyboard skills
- Thorough knowledge of Microsoft Office.
- Experience of maintaining an effective filing system.
Desirable
- NHS experience
Knowledge & Skills
Essential
- Organisation/prioritising.
- Flexible
- Ability to communicate with people confidently (internal & external to the Trust
- Excellent telephone manner
- Diplomacy and tact
- Team member
- High standard of accuracy
- Ability to act on own initiative
- Excellent presentation skills
- Exert assertion where necessary
- Ability to work under pressure and to time constraints where necessary
Desirable
- Willing to attend in house training
- Relevant NHS legislation, policies, protocols etc knowledge.
Personal Qualities
Essential
- Must be able to demonstrate a clear understanding of core trust values and be able to articulate in practice
- Good time management skills
- Ability to travel if required
- Enthusiastic and positive approach to work
- Professional appearance
- Polite
- Supportive and helpful nature
- Willing to learn new systems as required
