Job summary
We are looking for an enthusiastic , motivated Band 4 Secretarial/ administrator for the team . The role is fast paced and the applicant will support several sub teams within the Professional and Practice Development Team.
If you are experienced in Microsoft office suite. We would love to hear from you. The role will report to the business administrator of the team.
If you are looking for a new challenge and can be that professional first point of call for the team , please give a call for an informal visit . We will consider fixed term and /or secondments .
We are committed to your development and education , and can offer ongoing development as required for the role.
Please contact Jo Murby on 01604 544729
Main duties of the job
The post holder will provide a high standard of comprehensive secretarial and administrative support for the Associate Director of Professional & Practice Development and all the Corporate andDivisional staff of the Professional & Practice Development Team.
The post holder will provide a high quality and responsive service including data management, training room management, team diary management and minute taking. The postholder must be highly experienced and confident in minute taking at all levels.
This department is very busy and the work, at times, is very pressurised, particularly when arranging urgent meetings and training programmes. The post holder should be adept, confident and flexible to meet the ever-changing demands of the Corporate Team and the Divisional leads.
The post holder will need to be able to use their own initiative and plan workload in a way that supports the Professional & Practice Development Team and the wider Trust.
In addition, you will be expected to exercise judgement and initiative when communicating with other senior managers, Trusts and outside agencies and to act as a focal point for queries on behalf of and in the absence of the Associate Director.
A confident and engaging telephone/email manner and the ability to act in a proactive manner are essential. The role will involve working independently, supporting the Associate Director and will require a significant level of interpersonal skills.
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
The post holder must be comfortable working with varied professional groups.
At all times the post holder may be dealing with matters of a highly confidential and sensitive nature which should not be divulged to another or discussed with other colleagues unless necessary.
Provide effective input into the work of the Trust, to support the achievement of our vision and values:
Attend internal meetings to provide an update where and when necessary
Responsible for researching and ordering office supplies and equipment
Ensure that any orders are submitted within the required timescale
Advanced Excel & Word knowledge
The postholder will provide a high standard of comprehensive secretarial support to the Associate Director of Professional & PracticeDevelopment, the Head of Professional & Practice Development, the Corporate and Divisional Practice Development Nurses and Associate Practice Development Nurses (22 currently). This in turn enables the team to carry out their duties in an effective and efficient manner balancing the needs of all parties. This requires advanced keyboard skills
The postholder must be able to manage their own workload and balance conflicting priorities to enable their workloads to be successfully maintained without disruption
Assimilate, manage, and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff members or learners
Act as first point of contact when necessary for all communications and deal with all such communications appropriately, including exchange of sensitive information
The post holder must be able to always recognise the importance of confidentiality and sensitivity of issues and be able to act using the utmost discretion
Effectively manage, organise and book multiple training room requests, diaries, meetings and appointments, as necessary, ensuring sufficient work/reflective time
Manage and organise conferences and events, including venues, equipment and other resources
Prepare and distribute agendas and papers for all relevant meetings, in accordance with Trust policies, procedures and timescales
When required, take accurate minutes of meetings in a timely fashion, ensuring that all follow-up action is taken. This is a key part of the role, and the post holder must be confident and capable of taking minutes at department level
Work closely with the Team to ensure there is cover for any planned or unplanned absences, as well as co-ordinating with other staff where appropriate
Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Team where appropriate and with any relevant supporting information
Manage group emails, where necessary, ensuring briefings and follow up actions take place and deadlines met
Receive post on behalf of the Team, in their absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the Team to meet deadlines, provide solutions and avoid disruptions
Undertake specific project work as requested by the Associate Director and Team members including creating presentations and reports
Establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved
Optimise IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations and any other relevant information
Work independently on all aspects of the role, managing own workload whilst recognising when it is appropriate to seek advice or assistance
Assist other staff at all levels in the use and development of office machinery and equipment and the use of specific IT applications to support their work and the development of their skill set
Where required set up shared drives and archive old paperwork with the intention of moving to paper light document management system
This role requires the equivalent graduate level ability demonstrated by extensive experience of providing support at senior management level within the NHS
Job description
Job responsibilities
The post holder must be comfortable working with varied professional groups.
At all times the post holder may be dealing with matters of a highly confidential and sensitive nature which should not be divulged to another or discussed with other colleagues unless necessary.
Provide effective input into the work of the Trust, to support the achievement of our vision and values:
Attend internal meetings to provide an update where and when necessary
Responsible for researching and ordering office supplies and equipment
Ensure that any orders are submitted within the required timescale
Advanced Excel & Word knowledge
The postholder will provide a high standard of comprehensive secretarial support to the Associate Director of Professional & PracticeDevelopment, the Head of Professional & Practice Development, the Corporate and Divisional Practice Development Nurses and Associate Practice Development Nurses (22 currently). This in turn enables the team to carry out their duties in an effective and efficient manner balancing the needs of all parties. This requires advanced keyboard skills
The postholder must be able to manage their own workload and balance conflicting priorities to enable their workloads to be successfully maintained without disruption
Assimilate, manage, and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff members or learners
Act as first point of contact when necessary for all communications and deal with all such communications appropriately, including exchange of sensitive information
The post holder must be able to always recognise the importance of confidentiality and sensitivity of issues and be able to act using the utmost discretion
Effectively manage, organise and book multiple training room requests, diaries, meetings and appointments, as necessary, ensuring sufficient work/reflective time
Manage and organise conferences and events, including venues, equipment and other resources
Prepare and distribute agendas and papers for all relevant meetings, in accordance with Trust policies, procedures and timescales
When required, take accurate minutes of meetings in a timely fashion, ensuring that all follow-up action is taken. This is a key part of the role, and the post holder must be confident and capable of taking minutes at department level
Work closely with the Team to ensure there is cover for any planned or unplanned absences, as well as co-ordinating with other staff where appropriate
Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Team where appropriate and with any relevant supporting information
Manage group emails, where necessary, ensuring briefings and follow up actions take place and deadlines met
Receive post on behalf of the Team, in their absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the Team to meet deadlines, provide solutions and avoid disruptions
Undertake specific project work as requested by the Associate Director and Team members including creating presentations and reports
Establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved
Optimise IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations and any other relevant information
Work independently on all aspects of the role, managing own workload whilst recognising when it is appropriate to seek advice or assistance
Assist other staff at all levels in the use and development of office machinery and equipment and the use of specific IT applications to support their work and the development of their skill set
Where required set up shared drives and archive old paperwork with the intention of moving to paper light document management system
This role requires the equivalent graduate level ability demonstrated by extensive experience of providing support at senior management level within the NHS
Person Specification
Skills
Essential
- Advanced software skills in word, excel and PowerPoint and ability to learn other packages and databases as required as well as train others in their use.
- Excellent organisational skills with the ability to deal with competing demands and high workloads.
- Excellent communication skills both oral and written.
- Ability to quickly establish positive working relationships with key stakeholders
Desirable
- Good knowledge of regional and national NHS structures
Education
Essential
- Degree or equivalent Experience
- Wide Knowledge of Microsoft office
- PA Experience
Desirable
- Advanced IT qualifications
Knowledge and Experience
Essential
- Extensive experience of working as a secretarial administrator for Associate Director/Senior Manager level
- Experience of working under pressure, with strict deadlines
- Experience in dealing with a range of complex issues, sometimes leading to conflicting priorities
- Strong attention to detail and able to produce accurate and detailed work
- Experience of working in a large organisation.
Desirable
- Experience of working in a Senior Administrator Role
- Experience of a wide range of Trust procedures and practices
Person Specification
Skills
Essential
- Advanced software skills in word, excel and PowerPoint and ability to learn other packages and databases as required as well as train others in their use.
- Excellent organisational skills with the ability to deal with competing demands and high workloads.
- Excellent communication skills both oral and written.
- Ability to quickly establish positive working relationships with key stakeholders
Desirable
- Good knowledge of regional and national NHS structures
Education
Essential
- Degree or equivalent Experience
- Wide Knowledge of Microsoft office
- PA Experience
Desirable
- Advanced IT qualifications
Knowledge and Experience
Essential
- Extensive experience of working as a secretarial administrator for Associate Director/Senior Manager level
- Experience of working under pressure, with strict deadlines
- Experience in dealing with a range of complex issues, sometimes leading to conflicting priorities
- Strong attention to detail and able to produce accurate and detailed work
- Experience of working in a large organisation.
Desirable
- Experience of working in a Senior Administrator Role
- Experience of a wide range of Trust procedures and practices
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).
