Job summary
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for a detailed job description of the role.
Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT.
Main duties of the job
UHS Maternity Services is delighted to be able to offer this opportunity for an experienced administrator/secretary to join our team.
This role would suit an individual who enjoys a fast-paced environment, and is self-motivated and flexible to offer a comprehensive level of administrative support to the Maternity Business Administration Manager and the Midwifery Leadership Team.You will be a valuable member of the UHS Maternity Service Administration Team working together to facilitate a streamlined administrative approach across the department. You will have excellent organisation skills and be dedicated to provide an efficient, confidential and professional administrative support service.We are committed to a positive workforce culture, job satisfaction and a healthy work life balance and therefore some home working and flexibility around working pattern would be considered.
About us
As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to.
Specific to this role is the suitability for agile working which is a mixture of on-site and remote working. In addition, we are open to discussing flexibility in the hours that you work. Please talk to us at interview about the flexibility you need, and we will explore what's possible for the role and service. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.
Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.
Job description
Job responsibilities
What youll do:
Provide an efficient, comprehensive level of support dealing with telephone enquiries and general office administration duties Support with diary management for the Midwifery Matrons using Microsoft 365 Prepare and circulate agendas and papers ahead of meetings, minute meetings (face-to-face/Teams) and circulate the minutes and actions after the meeting has occurred Support with arrangements for meetings, training and service visits to include organising venues and hospitality Support the Maternity Business Administration Manager with the Maternity Service workforce sickness management, appraisal recording and recruitment processes
What were looking for: NVQ Level 4 in business administration or equivalent experience Evidence of working in a demanding environment and for senior leaders Ability to diary manage involving a wide range of people with conflicting priorities Advanced level experience in the use of Word and Outlook with a good familiarity with Excel A team player, able to embrace fresh ideas and engage with change positively Proven experience in a secretarial/administrative role dealing with sensitive situations and information and able to maintain confidentiality Able to multitask, remain calm under pressure, be able to prioritise work streams, monitor deadlines and recognise when to escalate
Informal enquiries are welcomed and encouraged for further information on the role.
Job description
Job responsibilities
What youll do:
Provide an efficient, comprehensive level of support dealing with telephone enquiries and general office administration duties Support with diary management for the Midwifery Matrons using Microsoft 365 Prepare and circulate agendas and papers ahead of meetings, minute meetings (face-to-face/Teams) and circulate the minutes and actions after the meeting has occurred Support with arrangements for meetings, training and service visits to include organising venues and hospitality Support the Maternity Business Administration Manager with the Maternity Service workforce sickness management, appraisal recording and recruitment processes
What were looking for: NVQ Level 4 in business administration or equivalent experience Evidence of working in a demanding environment and for senior leaders Ability to diary manage involving a wide range of people with conflicting priorities Advanced level experience in the use of Word and Outlook with a good familiarity with Excel A team player, able to embrace fresh ideas and engage with change positively Proven experience in a secretarial/administrative role dealing with sensitive situations and information and able to maintain confidentiality Able to multitask, remain calm under pressure, be able to prioritise work streams, monitor deadlines and recognise when to escalate
Informal enquiries are welcomed and encouraged for further information on the role.
Person Specification
Qualifications / training required
Essential
- NVQ Level 4 in business administration or equivalent experience
- Advanced keyboard skills
- Good standard of secondary education with English skills demonstrable to GSCE pass level or equivalent standard.
Previous or relevant experience necessary
Essential
- Experience working as a Personal Assistant or in business administration.
- Working as part of a team and independently.
- Experience within an Acute Trust or other healthcare sector.
- Previous experience of working in an extremely busy environment
Desirable
- Budget holding experience.
Aptitudes and skills required
Essential
- Ability to diary management involving a wide range of people with conflicting priorities.
- Advanced level experience in the use of PowerPoint, Excel, Word and Outlook.
Values and behaviours
Essential
- Patients First
- Always Improving
- Working Together
Person Specification
Qualifications / training required
Essential
- NVQ Level 4 in business administration or equivalent experience
- Advanced keyboard skills
- Good standard of secondary education with English skills demonstrable to GSCE pass level or equivalent standard.
Previous or relevant experience necessary
Essential
- Experience working as a Personal Assistant or in business administration.
- Working as part of a team and independently.
- Experience within an Acute Trust or other healthcare sector.
- Previous experience of working in an extremely busy environment
Desirable
- Budget holding experience.
Aptitudes and skills required
Essential
- Ability to diary management involving a wide range of people with conflicting priorities.
- Advanced level experience in the use of PowerPoint, Excel, Word and Outlook.
Values and behaviours
Essential
- Patients First
- Always Improving
- Working Together
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
