Secretary

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 e.g Datix/Captor/EASY
• oaudio typing experience

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.

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

University Hospital of North Midlands NHS Trust

Address

Royal Stoke University Hospital

Newcastle Road

Stoke on Trent

ST4 6QG

Employer's website

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