Support Secretary

Working under the direction of the Executive Assistant to the Managing Director / Assistant Company Secretary the post holder will be required to be fully conversant with and adhere to all work related policies, procedures and guidelines, ensuring that all work outputs are completed as required and that all related targets and timescales are met.

The post holder will use all appropriate technologies and equipment to their optimum functionality to assist in the provision of an efficient, effective and comprehensive administrative and secretarial service.

Assist in the provision of a comprehensive and timely secretarial and administrative support service to the Executive Assistant to the Managing Director / Assistant Company Secretary and also the PA to the Director of Governance / Company Secretary and Director of Finance

Assist in the timely preparation of meeting agendas and collate any related documents and information relating to meetings for distribution to participants.

Attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines.

Maintain and follow-up action logs from meetings, ensuring audit trail of actions taken is accurately recorded.

In the absence of the Executive Assistant to the Managing Director / Assistant Company Secretary and / or the PA to the Director of Governance / Company Secretary and Director of Finance where appropriate, act as a point of contact by receiving and greeting visitors, dealing with telephone calls and queries in a manner consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion.

Support the maintenance of the statutory and corporate registers for the company.

At North Tees and Hartlepool Solutions LLP our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

North Tees and Hartlepool Solutions LLP is a subsidiary company of North Tees and Hartlepool NHS Foundation Trust. The successful applicant will be an employee of the subsidiary.

We will support staff through providing an inclusive and supportive workplace with health & well-being initiatives and opportunities for development.

Assist in the provision of a comprehensive and timely secretarial and administrative support service to the Executive Assistant to the Managing Director / Assistant Company Secretary and also the PA to the Director of Governance & Company Secretary and the Director of Finance.

Assist in the timely preparation of meeting agendas and collate any related documents and information relating to meetings, interviews, appeal hearings etc., for distribution to participants.

Attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines.

Maintain and follow-up action logs from meeting, ensuring audit trail of actions taken is accurately recorded.

In the absence of the Executive Assistant to the Managing Director / Assistant Company Secretary and, the PA to the Director of Governance & Company Secretary and Director of Finance where appropriate, act as a point of contact by receiving and greeting visitors, coordination and provision of hospitality where appropriate, and dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion.

In the absence of the Executive Assistant to the Managing Director / Assistant Company Secretary and, the PA to the Director of Governance & Company Secretary and Director of Finance attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines.

In the absence of the PA to the Director of Governance & Company Secretary and Director of Finance, provide cover to manage the central alerting system, ensuring the appropriate distribution of alerts and collation and return of responses.

Dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required.

Type miscellaneous correspondence, notes, reports, presentations etc., including highly confidential and complex documents to a high standard of quality using appropriate technologies.

Maintain office systems, including data management and filing.

Collate the Hospitality Register for North Tees and Hartlepool Solutions LLP and submit monthly declarations.

Support the maintenance of the North Tees and Hartlepool Solutions LLP Authorised Signatory List.

Manage and maintain the North Tees and Hartlepool Solutions