Secretary (Clinical Operations)

Job description

Job responsibilities

• Provide a comprehensive personal assistant service to the Assistant Chief Operating Officers (ACOOs) and Lead Nurse for Clinical Operations (LN)
• Manage the ACOOs and LN diaries, with minimal direction, ensuring appropriate prioritisation, preparation time and suitable travel and accommodation arrangements are in place.
• Manage the ACOOs and LN email correspondence including identifying and flagging important/urgent items, responding to general mail and supporting the ACOOs and LN to ensure all mail is responded to in a timely manner.
• Ensure the operation of a robust system of items to be brought forward for meetings, appointments and 1-1s.
• Develop, manage and oversee the ACOOs and LN tasks and objectives, working in partnership with the ACOO and LN to review, delegate and prioritise.
• Identify and implement actions, systems and processes that will improve the effectiveness of the ACOOs and LN
• Implement and manage a comprehensive electronic filing system.
• Arrange meetings, including liaising with internal and external contacts, negotiating dates within required deadlines and ensuring adequate provision of rooms, audio visual equipment and refreshments.
• To collate data from varied sources to produce reports, for checking and sign-off by the ACCOs and LN, ahead of submission to formal external bodies.
• To work with key data items, minimal subject matter or information to construct correspondence or presentations to be delivered by the ACOOs and LN.
• To take minutes and translating discussions into action notes as required to support the ACOOs and LN
• Support the ACOOs and LN with the formatting of papers and documents for presentation at both internal and external facing executive meetings, utilising a full range of Microsoft Office packages
• Administration and circulation of the Senior COO Lead Rota

Person Specification

Education & Qualifications

Essential

• Educated to GCSE standard, including English language at Grade C or above
• Secretarial qualification at Level III (eg RSAIII) or equivalent qualification/demonstrable experience
• ECDL or evidence of short courses in All Core Microsoft Office Applications (Outlook, Word, Powerpoint, Excel)

Desirable

• Degree Qualification
• Evidence of short courses in wider advance Microsoft Office packages (Visio, Publisher)

Experience

Essential

• Significant experience in a Personal Assistant role, preferably at a senior level, including a full range of core secretarial duties: i.e. diary management, minute taking, electronic filing
• Experience of providing project administrative support
• Experience of document management, formatting and presentation
• Experience of database/spreadsheet management
• Experience of developing reports drawing data from a range of source

Desirable

• Secretarial experience within the NHS
• Experience of using the DATIX system

Skills and Knowledge

Essential

• Highly competent in the full suite of Microsoft Office Packages

Personal Qualities

Essential

• Ability to work independently, exercising judgement on appropriate actions and priorities
• Ability to make risk based decisions within relation to own work area
• Experience in managing highly confidential and sensitive information
• Self-motivated and determined
• Resilient in a pressurised environment
• Ability to be assertive yet highly professional and co-operative

Certificate of Sponsorship

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).

Employer details

Employer name

Sheffield Teaching Hospitals NHS Foundation Trust

Address

Northern General Hospital

Sheffield

S5 7AU

Employer's website

https://www.sth.nhs.uk (Opens in a new tab)