Job summary
This post is a Fixed term contract /Secondment opportunity
To provide a confidential administrative and secretarial support service to the Director of Finance and Deputy Director of Finance.
To organise calendars and appointments ensuring capacity is appropriately managed. Arrange meetings, book rooms and collate relevant papers supporting where necessary.
To attend meetings as appropriate, taking minutes for subsequent transcription and distribution.
To organise and manage emails and bring forward systems to ensure that documentation is available as and when required.
To monitor and co-ordinate annual and study leave via the Trust rostering system, on behalf of the directors and senior team to ensure adequate senior management cover.
To respond to enquiries personally, on behalf of the directors or re-direct as appropriate.
To receive all correspondence addressed to the Director and to record, sort and distribute the correspondence as appropriate.
Main duties of the job
To prepare requisitions for new/replacement non-stock requirements for signature by the appropriate budget holder.
To prepare the Directors weekly schedule of appointments.
Oversee prioritisation of own workload.
To provide administrative and secretarial support to other directors/senior managers as directed.
To communicate promptly with the Director of Finance and Deputy Director of Finance regarding urgent and non-routine issues, especially when they are off their base site.
To ensure processes and procedures within area of work are organised as efficiently as possible utilising automation/electronic solutions where possible.
About us
We operatefrom three main hospitals-Furness General Hospital (FGH) in Barrow, the Royal Lancaster Infirmary (RLI), and Westmorland General Hospital (WGH) in Kendal, as well as a number of community healthcare premises including Millom Hospital and GP Practice, Queen Victoria Hospital in Morecambe, andUlverstonCommunity Health Centre.
FGH and the RLI have a range of General Hospital services, with full Emergency Departments, Critical/Coronary Care units and various Consultant-led services.
WGH provides a range of General Hospital services, together with an Urgent Treatment Centre, that can help with a range of non-life threatening conditions such as broken bones and minor illnesses.
All three main hospitals provide a range of planned care including outpatients, diagnostics, therapies,daycase and inpatient surgery. In addition, a range of local outreach services and diagnostics are provided from community facilities across Morecambe Bay.
Job description
Job responsibilities
To organise calendars and appointments ensuring capacity is appropriately managed. Arrange meetings, book rooms and collate relevant papers supporting where necessary.
To attend meetings as appropriate, taking minutes for subsequent transcription and distribution.
To organise and manage emails and bring forward systems to ensure that documentation is available as and when required.
To monitor and co-ordinate annual and study leave via the Trust rostering system, on behalf of the directors and senior team to ensure adequate senior management cover.
To respond to enquiries personally, on behalf of the directors or re-direct as appropriate.
To receive all correspondence addressed to the Director and to record, sort and distribute the correspondence as appropriate.
To prepare requisitions for new/replacement non-stock requirements for signature by the appropriate budget holder.
To prepare the Directors weekly schedule of appointments.
Oversee prioritisation of own workload and completion of shorthand and audio dictation/word-processing.
To provide appropriate wayfinding & system support to new/junior staff.
To provide administrative and secretarial support to other directors/senior managers as directed by the Assistant Director of Finance Financial Improvement.
To communicate promptly with the Director of Finance and Deputy Director of Finance regarding urgent and non-routine issues, especially when they are off their base site.
To ensure processes and procedures within area of work are organised as efficiently as possible utilising automation/electronic solutions where possible.
Job description
Job responsibilities
To organise calendars and appointments ensuring capacity is appropriately managed. Arrange meetings, book rooms and collate relevant papers supporting where necessary.
To attend meetings as appropriate, taking minutes for subsequent transcription and distribution.
To organise and manage emails and bring forward systems to ensure that documentation is available as and when required.
To monitor and co-ordinate annual and study leave via the Trust rostering system, on behalf of the directors and senior team to ensure adequate senior management cover.
To respond to enquiries personally, on behalf of the directors or re-direct as appropriate.
To receive all correspondence addressed to the Director and to record, sort and distribute the correspondence as appropriate.
To prepare requisitions for new/replacement non-stock requirements for signature by the appropriate budget holder.
To prepare the Directors weekly schedule of appointments.
Oversee prioritisation of own workload and completion of shorthand and audio dictation/word-processing.
To provide appropriate wayfinding & system support to new/junior staff.
To provide administrative and secretarial support to other directors/senior managers as directed by the Assistant Director of Finance Financial Improvement.
To communicate promptly with the Director of Finance and Deputy Director of Finance regarding urgent and non-routine issues, especially when they are off their base site.
To ensure processes and procedures within area of work are organised as efficiently as possible utilising automation/electronic solutions where possible.
Person Specification
Skills
Essential
- Proficiency in Microsoft Word
Desirable
- Proficiency in shorthand skills
- Skills in Microsoft Office 365 highly desirable
Education
Essential
- Good standard of general education
Desirable
- NVQ Business Administration Level 3
Experience
Essential
- Significant secretarial experience working directly to a senior manager clinician in a large, complex organisation.
Desirable
- Administrative / secretarial background
- Competent in all aspects of office administration
- Good knowledge of NHS structure/function and stakeholders
Person Specification
Skills
Essential
- Proficiency in Microsoft Word
Desirable
- Proficiency in shorthand skills
- Skills in Microsoft Office 365 highly desirable
Education
Essential
- Good standard of general education
Desirable
- NVQ Business Administration Level 3
Experience
Essential
- Significant secretarial experience working directly to a senior manager clinician in a large, complex organisation.
Desirable
- Administrative / secretarial background
- Competent in all aspects of office administration
- Good knowledge of NHS structure/function and stakeholders
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.
