Team Secretary CSAIS

3 weeks ago

Essex, United Kingdom Essex Partnership University NHS Foundation Trust Full time

Job summary

An exciting role of a team secretary is being recruited to. We are keen to hear from anyone looking for a new challenge.

The role will be supporting clinical management of the immunisation service.

Base can be: Leigh, Pitsea, Thurrock, Epping, Dunmow, Witham or Colchester with the expectation to travel to sites as required.

Main duties of the job

To provide a comprehensive secretarial service to the Immunisation Team

Organise administration services in a timely manner for a range of functions as requested by the Modern Matron and Clinical Delivery Managers across Essex and Bedford, Luton and Milton Keynes.

About us

EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;

Season Ticket Loans NHS discounts for staff Excellent Training facilities and opportunities Buying and Selling annual leave scheme The opportunity to work bank shifts and expand knowledge and experience in other areas Salary Sacrifice schemes including lease cars and Cycle to Work Day One Flexible Employer

The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment

Join our Staff bank

What is Staff Bank?

Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.

All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.

If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.

Job description

Job responsibilities

1. To provide a full and confidential secretarial and administrative support to the Management Team. The complexity of this role requires a high degree of organisational skills particularly in diary management and time management.

2. Effective diary management will require the post holder to organise meetings as required. This will require liaison with a wide number of both internal and external stakeholders

3. To provide a first point of contact for internal and external queries, answering them where possible and otherwise signposting them to the appropriate department.

4. To attend and minute meetings as required and be responsible for the typing and presentation of reports and minutes in accordance with the required format. This may include HR meetings and hearings of a confidential nature.

5. To manage the communication to and from your responsible lines and across all Directorates ensuring that all matters are prioritised appropriately

6. To ensure that there is an efficient electronic and manual filing and retrieval system in operation with a functioning brought forward system

7. To take lead responsibility for organising workshops and other functions as directed. This will require communication with all attendees, booking venues, organising catering, attendance on the day and note taking and typing from the day

8. To prepare and co-ordinate papers, presentations and agendas for school / clinic sessions and meetings. Attend and minute meetings if required and transcribe minutes ensuring follow up action is taken for specific pieces of work/committees

9. To assist with budget management by coding and checking expenditure in accordance with standing financial instructions

10. To assist in the local induction of other members of staff within the Directorate as required.

11. To support with admin or clinical ordering

12. Assist in HealthRoster management.

13. To support with advertising the immunisation teams job vacancies and being part of the recruitment process, for example arranging interviews on behalf of the team

14. Managing all Immunisation mandatory training and chasing when required.

This job description is not intended to be an exhaustive list of the duties and responsibilities of the post and the post holder may be requested to carry out any other duties which are appropriate to their post and banding.

The post may change over time to meet organisational requirements and the job description may be changed after consultation with the post holder at any time.

Person Specification

Driving Licence

Essential

Full UK drivers License / or equivalent High level of education

Desirable

Years Experience

Experience in Secretary role

Essential

Evidence of experience Advance IT skills, including Excel Experience working within NHS

Desirable

good people skills Experience taking minutes in meetings Experience in projects

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