Job summary
To provide comprehensive, efficient and confidential administration support to themanagement team, under the supervision of the Office Manager, for the East MidlandsNeonatal Operational Delivery Network (EMNODN). The EMNODN is a regionalorganisation hosted by Northampton General Hospital NHS Trust. This post ispredominantly entails working from home, with some occasional travel across the EastMidlands (travel expenses will be reimbursed)
Main duties of the job
Provide admin support to all members of the Network team, utilising existingeffective administration systems and procedures.o Plan own work independently and prioritise urgent work as delegated by the OfficeManager.o Manage diaries; arrange appointments and meetings, liaising with externalorganisations at all levels.o Support meetings as requested and ensure follow up action is completed. This willinclude preparing agendas, taking minutes or action notes at Network meetings, andproduction of comprehensive written records for approval and dissemination.o Monitor general email accounts and distribute to appropriate people accordingly.o Maintain circulation lists and distribute information via approved communicationroutes.o Produce and disseminate high quality reports and documentation to support thework of the team using appropriate software and adopting the Network corporatestandards and style as required.o Support with events and conference organisation. This will include:o Delivery of communicationso Supporting the marketing of evento Managing mail merge/attendees' registration
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
Provide admin support to all members of the Network team, utilising existingeffective administration systems and procedures. Plan own work independently and prioritise urgent work as delegated by the OfficeManager. Manage diaries; arrange appointments and meetings, liaising with externalorganisations at all levels. Support meetings as requested and ensure follow up action is completed. This willinclude preparing agendas, taking minutes or action notes at Network meetings, andproduction of comprehensive written records for approval and dissemination. Monitor general email accounts and distribute to appropriate people accordingly. Maintain circulation lists and distribute information via approved communicationroutes. Produce and disseminate high quality reports and documentation to support thework of the team using appropriate software and adopting the Network corporatestandards and style as required. Support with events and conference organisation. This will include:o Delivery of communicationso Supporting the marketing of evento Managing mail merge/attendees registrationo Liaison with venueo Corresponding with speakerso Maintaining delegate listo Designing supporting materials e.g., attendance certificates Order office supplies and equipment Inputting pre-prepared content into online survey platform Occasional travel across the Network area in support of meetings and events. Attend Team meetings and contribute appropriately. Assist in the induction of new staff members into the team. Provide cross cover for the Office Manager as required. Support Office Manager with electronic ordering as required. Comply with National, Trust and local policies, protocols and guidelines. Maintain confidentiality at all times.Statutory and Miscellaneous The Trust requires all new starters to subscribe to the DBS update service, where itis a requirement of the role. Be responsible for maintaining own vaccinations that are applicable to the role. Safeguard patient confidentiality at all times, including adherence to the DataProtection Act. Attend statutory and mandatory training and refresher courses as necessary. This post is subject to the terms and conditions of employment of NorthamptonGeneral Hospital NHS Trust. Be aware of the responsibilities of all employees to maintain a safe and healthyenvironment.3 Ensure that all duties are carried out to the highest possible standard, and inaccordance with current quality initiative within the area of work and the TrustsEquality, Diversity and Inclusion Strategy. Have a commitment to identifying and minimising risk, report all incidents and reportto the manager any risks which need to be assessed. Sustainability is integral to the Trust achieving the NHS Net Zero target. Allemployees are therefore actively encouraged and supported to implement new waysof working within their field of expertise. Any other duties commensurate with the grade and in line with the requirements ofthe post. This job description reflects the present requirements of the post and it does notform part of the contract of employment. If the duties of the post change anddevelop the job description will be reviewed and will be subject to amendment, inconsultation with the post holder. Appropriate notice of such changes will be given.Confidentiality, Data Protection and Data QualityGeneral Data Protection Regulation (GDPR) safeguards the handing of information held inboth electronic and manual filing systems and it is the duty of all staff employed by theTrust to: Uphold its principles; and Adhere to Trust policies and to maintain strict confidentiality at all times.It is a requirement of employment with the Trust that you must comply with the obligation ofconfidentiality in line with our Staff Privacy Fair Processing Notice, Patient Privacy Noticeand Information Governance policies and procedures.All staff have a responsibility to ensure that personal data is accurate, held securely andconsent is gained, where appropriate.Safeguarding Children and Adults at RiskWe are committed to safeguarding and promoting the welfare of children, young peopleand adults at risk. All staff and volunteers are therefore expected to behave in such a waythat supports this commitment. You will be responsible for safeguarding the interests ofchildren and adults who you come into contact with during your work. To fulfil these dutiesyou will be required to attend training and development to recognise the signs andsymptoms of abuse or individuals at risk, to follow local and national policy relating tosafeguarding practice and to report and act on concerns you may have appropriately.Our Vision and ValuesNorthampton General Hospital NHS Trust and Kettering General Hospital NHS FoundationTrust are both part of the University Hospitals of Northamptonshire Group. Both hospitalsare separate hospitals/employers with hospital board and leadership. We share a groupexecutive team, leading on a shared vision, mission, priorities, strategies and Dedicated toExcellence Values.
Job description
Job responsibilities
Provide admin support to all members of the Network team, utilising existingeffective administration systems and procedures. Plan own work independently and prioritise urgent work as delegated by the OfficeManager. Manage diaries; arrange appointments and meetings, liaising with externalorganisations at all levels. Support meetings as requested and ensure follow up action is completed. This willinclude preparing agendas, taking minutes or action notes at Network meetings, andproduction of comprehensive written records for approval and dissemination. Monitor general email accounts and distribute to appropriate people accordingly. Maintain circulation lists and distribute information via approved communicationroutes. Produce and disseminate high quality reports and documentation to support thework of the team using appropriate software and adopting the Network corporatestandards and style as required. Support with events and conference organisation. This will include:o Delivery of communicationso Supporting the marketing of evento Managing mail merge/attendees registrationo Liaison with venueo Corresponding with speakerso Maintaining delegate listo Designing supporting materials e.g., attendance certificates Order office supplies and equipment Inputting pre-prepared content into online survey platform Occasional travel across the Network area in support of meetings and events. Attend Team meetings and contribute appropriately. Assist in the induction of new staff members into the team. Provide cross cover for the Office Manager as required. Support Office Manager with electronic ordering as required. Comply with National, Trust and local policies, protocols and guidelines. Maintain confidentiality at all times.Statutory and Miscellaneous The Trust requires all new starters to subscribe to the DBS update service, where itis a requirement of the role. Be responsible for maintaining own vaccinations that are applicable to the role. Safeguard patient confidentiality at all times, including adherence to the DataProtection Act. Attend statutory and mandatory training and refresher courses as necessary. This post is subject to the terms and conditions of employment of NorthamptonGeneral Hospital NHS Trust. Be aware of the responsibilities of all employees to maintain a safe and healthyenvironment.3 Ensure that all duties are carried out to the highest possible standard, and inaccordance with current quality initiative within the area of work and the TrustsEquality, Diversity and Inclusion Strategy. Have a commitment to identifying and minimising risk, report all incidents and reportto the manager any risks which need to be assessed. Sustainability is integral to the Trust achieving the NHS Net Zero target. Allemployees are therefore actively encouraged and supported to implement new waysof working within their field of expertise. Any other duties commensurate with the grade and in line with the requirements ofthe post. This job description reflects the present requirements of the post and it does notform part of the contract of employment. If the duties of the post change anddevelop the job description will be reviewed and will be subject to amendment, inconsultation with the post holder. Appropriate notice of such changes will be given.Confidentiality, Data Protection and Data QualityGeneral Data Protection Regulation (GDPR) safeguards the handing of information held inboth electronic and manual filing systems and it is the duty of all staff employed by theTrust to: Uphold its principles; and Adhere to Trust policies and to maintain strict confidentiality at all times.It is a requirement of employment with the Trust that you must comply with the obligation ofconfidentiality in line with our Staff Privacy Fair Processing Notice, Patient Privacy Noticeand Information Governance policies and procedures.All staff have a responsibility to ensure that personal data is accurate, held securely andconsent is gained, where appropriate.Safeguarding Children and Adults at RiskWe are committed to safeguarding and promoting the welfare of children, young peopleand adults at risk. All staff and volunteers are therefore expected to behave in such a waythat supports this commitment. You will be responsible for safeguarding the interests ofchildren and adults who you come into contact with during your work. To fulfil these dutiesyou will be required to attend training and development to recognise the signs andsymptoms of abuse or individuals at risk, to follow local and national policy relating tosafeguarding practice and to report and act on concerns you may have appropriately.Our Vision and ValuesNorthampton General Hospital NHS Trust and Kettering General Hospital NHS FoundationTrust are both part of the University Hospitals of Northamptonshire Group. Both hospitalsare separate hospitals/employers with hospital board and leadership. We share a groupexecutive team, leading on a shared vision, mission, priorities, strategies and Dedicated toExcellence Values.
Person Specification
Knowledge and Experience
Essential
- Proficient in Microsoft packages including Word and Outlook
- Planning and organising meetings and events
- Knowledge of a range of secretarial and administrative procedures
- Minute taking
Desirable
- Diary Management
- Experience of working in a busy office environment
Skills
Essential
- Ability to communicate with all levels of staff
- Planning and organisational skills
- Excellent attention to detail and accuracy
- Ability to work without direct supervision
- Good written and verbal communication skills
Key competences/personal qualities and attributes
Essential
- Passionate, dedicated to excellence and follow values
- Flexible approach to work
- Work well as part of a team
- Ability to sit and work at a desk/VDU for long periods of time
- Able to drive and supply own vehicle
Education, Training and Qualifications
Essential
- NVQ 3 (Admin) or equivalent qualification or experience
- English Language GCSE grade C or 4 or above
- Advanced keyboard skills OCR/RSA 2 or equivalent
Person Specification
Knowledge and Experience
Essential
- Proficient in Microsoft packages including Word and Outlook
- Planning and organising meetings and events
- Knowledge of a range of secretarial and administrative procedures
- Minute taking
Desirable
- Diary Management
- Experience of working in a busy office environment
Skills
Essential
- Ability to communicate with all levels of staff
- Planning and organisational skills
- Excellent attention to detail and accuracy
- Ability to work without direct supervision
- Good written and verbal communication skills
Key competences/personal qualities and attributes
Essential
- Passionate, dedicated to excellence and follow values
- Flexible approach to work
- Work well as part of a team
- Ability to sit and work at a desk/VDU for long periods of time
- Able to drive and supply own vehicle
Education, Training and Qualifications
Essential
- NVQ 3 (Admin) or equivalent qualification or experience
- English Language GCSE grade C or 4 or above
- Advanced keyboard skills OCR/RSA 2 or equivalent
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).
