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Secretary

1 month ago

StokeonTrent, United Kingdom University Hospital of North Midlands NHS Trust Full time

Job summary

To provide general administrative and secretarial support to the Estates, Facilities and PFI Divisional Management Team and Office

The Secretary under the direction of the Office Manager will provide a support service to functions within the Estates, Facilities and PFI Division including as required Secretarial duties, Estates Operations and Development, Payroll functions, photocopying services, helpline, PFI Contract Performance Management, Supplies and Procurement, Divisional Finance & HR

Main duties of the job

You will be part of the Administrative Team which provides administrative and secretarial services for this busy Directorate. You will have excellent communication and organisational skills in order to arrange meetings, organise diaries. Extensive experience of Word, Excel spreadsheets and minute taking. The ability to prioritise your own workload and meet deadlines are essential requirements for this post.

About us

University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.

All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.

UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.

Job description

Job responsibilities

Organise Estates, Facilities and PFI Divisional Management Team and other Senior Managers diaries where required.

Arrange meetings for Managers as required and coordinating the agenda and papers for these including taking of minutes, typing of notes and issuing to attendees and collating action points where possible.

To participate in reciprocal cover arrangements for colleagues where appropriate ensuring the Divisional Management Office is appropriately covered during core office hours.

To be responsible, in consultation with the Office Manager, for personal and professional development.

To assist in the process of all recruitment documentation from advertisement leading appointment, producing induction packs including all necessary Trust Policies and also advising staff on their terms and conditions of employment.

Updating training documents as and when necessary.

To assist the Management Team in administering any future Management of Change (MoC) Due Diligence Processes as required

To ensure that all correspondence, including police screening forms and references relating, ESR and recruitment forms required for the recruitment process is maintained and actioned in an appropriate manner.

Ensure all personal files are maintained and kept up to date as required

To ensure that sickness absence, staffing establishment figures/Payroll are kept up to date and forwarded to relevant parties when required.

Maintain spreadsheets and databases within the department and provide reports and statistics when required.

Typing of correspondence, reports, forms, minutes, rotas and contracts of employment.

To respond promptly to all telephone enquiries and routine matters on a day to day basis.

To arrange study leave and appropriate travel arrangements for seminars and training events.

Co-ordination of appropriate action as necessary for call-off orders and contracts.

To coordinate responses and record information as necessary in relation to any divisional complaints

The post holder will be required to prioritise tasks and respond to unexpected events changing priorities and adapting work schedules accordingly.

Person Specification

Qualifications

Essential

oTyping/word processing qualification to RSA2 or NVQ 2 oGCSE Grade C or equivalent in Maths and English

Desirable

oKnowledge of NHS procedures

Experience

Essential

oTwo years working in an office environment oExperience of working within a team oMinute taking experience

Desirable

oPrevious working experience within NHS environment

Skills

Essential

oExperience of Microsoft word/Excel/Outlook

Desirable

oknowledge of Trust systems Datix/Captor/EASY oaudio typing experience