Job summary
To provide secretarial and administrative support to the Divisional Director of Quality & Nursing, and have overall day-to-day management responsibility for the administration of the department.
Main duties of the job
To provide full secretarial and administrative support to the DDQN & Deputies, including using initiative to prepare drafts of correspondence and reports, maintain diary and appointments, arrange meetings and visits and take messages using own initiative at times. To prepare agendas and minute all meetings chaired by the DDQN wherever they are held in the Trust and ensure that decisions made at these meetings are actioned satisfactorily including putting the minutes on the Intranet as required. This is done independently, seeking approval before sending out. To work in a way that ensures the best support to the DDQN in way of supporting their wellbeing. This can include appropriate diary allocation and break times, time to travel between sites, protecting their time and even hydration during days of considerable meetings/pressures.
About us
Our values underpin everything we do and describe the way we expect our staff to behave towards our patients, families and carers and between each other. We have the following three values:
- Caring
Patients said: "Show me that you care about me as an individual. Talk to me, not about me. Look at me when you talk to me."
- Listening Patients said: "Please acknowledge me, even if you can't help me right now. Show me that you know that I'm here."
- Excelling
Patients said: "Don't just do what you have to, take the next step and go the extra mile."
Job description
Job responsibilities
This post is the person to ensure that the most senior nurse in the Division of Medicine is able to function in the most efficient and effective way by supporting all administrative functions to them. From office management through to wellbeing considerations, this post is vitally important to supporting the delivery of safe and quality patient care through enabling the DDQN & Deputy DDQNs.
Detailed job description attached
Job description
Job responsibilities
This post is the person to ensure that the most senior nurse in the Division of Medicine is able to function in the most efficient and effective way by supporting all administrative functions to them. From office management through to wellbeing considerations, this post is vitally important to supporting the delivery of safe and quality patient care through enabling the DDQN & Deputy DDQNs.
Detailed job description attached
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) for literacy and numeracy
- Educated to Diploma/Degree level or Aspiration to Study
Experience
Essential
- Experience of being a secretary.
Knowledge, Skills and Abilities
Essential
- To manage the filing system and keep records as required both paper and electronic, including a bring forward system and regularly disposing of outdated or unnecessary information
- To co-ordinate and maintain leave/sickness records for the staff directly managed by the DDQN/Deputies
- To utilise procurement systems for the Division
Experience
Essential
- Proven experience in administration management demonstrating insight and the ability to motivate others.
- Knowledge and experience of Microsoft Office packages including Word, Outlook and Excel and good IT ability to ensure proficient use of hospital computer systems
- Enhanced IT skills
- Good organisational and communication skills.
Desirable
- Experience of managing staff.
- Able to use Trust IT systems
Knowledge, Skills and Abilities
Essential
- Monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced as necessary
- Co-ordinate the collation of information into spreadsheets which requires comprehension of the information collected and putting them into a format so that the required analysis can take place for decisions to be made.
Knowledge Skills & Abilities
Essential
- To provide full secretarial and administrative support to the DDQN/Deputy DDQNs including using initiative to prepare drafts of correspondence and reports, maintain diary and appointments, arrange meetings and visits and take messages using own initiative at times.
- To prepare agendas and minute all meetings chaired by the DDQN/Deputy DDQN wherever they are held in the Trust and ensure that decisions made at these meetings are actioned satisfactorily including putting the minutes on the Intranet as required
- Ensure the DDQN/Deputy DDQNs receives appropriate mail and messages and that these are dealt with in an efficient and timely way by recording, diverting, tracking and prioritising them
- Lead on projects, such as maintaining the Nursing Funded/Minimum staffing requirements document
- Responsible for the management of own time with the minimum of supervision, using initiative. Also provide ad hoc training in IT skills for staff within the department.
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) for literacy and numeracy
- Educated to Diploma/Degree level or Aspiration to Study
Experience
Essential
- Experience of being a secretary.
Knowledge, Skills and Abilities
Essential
- To manage the filing system and keep records as required both paper and electronic, including a bring forward system and regularly disposing of outdated or unnecessary information
- To co-ordinate and maintain leave/sickness records for the staff directly managed by the DDQN/Deputies
- To utilise procurement systems for the Division
Experience
Essential
- Proven experience in administration management demonstrating insight and the ability to motivate others.
- Knowledge and experience of Microsoft Office packages including Word, Outlook and Excel and good IT ability to ensure proficient use of hospital computer systems
- Enhanced IT skills
- Good organisational and communication skills.
Desirable
- Experience of managing staff.
- Able to use Trust IT systems
Knowledge, Skills and Abilities
Essential
- Monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced as necessary
- Co-ordinate the collation of information into spreadsheets which requires comprehension of the information collected and putting them into a format so that the required analysis can take place for decisions to be made.
Knowledge Skills & Abilities
Essential
- To provide full secretarial and administrative support to the DDQN/Deputy DDQNs including using initiative to prepare drafts of correspondence and reports, maintain diary and appointments, arrange meetings and visits and take messages using own initiative at times.
- To prepare agendas and minute all meetings chaired by the DDQN/Deputy DDQN wherever they are held in the Trust and ensure that decisions made at these meetings are actioned satisfactorily including putting the minutes on the Intranet as required
- Ensure the DDQN/Deputy DDQNs receives appropriate mail and messages and that these are dealt with in an efficient and timely way by recording, diverting, tracking and prioritising them
- Lead on projects, such as maintaining the Nursing Funded/Minimum staffing requirements document
- Responsible for the management of own time with the minimum of supervision, using initiative. Also provide ad hoc training in IT skills for staff within the department.
Additional information
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).
