Job summary
*Advert may close early if sufficient volume of applications is reached*
The post holder will provide an efficient, effective and comprehensive secretarial and administration service to Managers across site within The Healthy Lives Care Group.
Main duties of the job
Use appropriate technologies to effectively manage the diaries making appointments, arranging meetings, interviews, appeal hearings and ensuring that they are aware of all diary commitments and competing needs are prioritised.
Act as a point of contact, receiving visitors, and dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion, dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required.
Prepare agendas and collate all related documents and information relating to meetings for distribution to participants, attend meetings to take minutes as and when required and type up minutes from notes or recorded instructions ensuring that Trust turnaround targets are met.
Ensure that all documents and correspondence are filed correctly.
About us
At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones.
We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.
We actively encourage staff involvement with staff networking events and staff survey
"Together we are North Tees & Hartlepool"
Job description
Job responsibilities
Communicate effectively at all levels of the organisation Care Group Director, Senior Management Team, Consultants, Senior Clinical Professionals, Senior Clinical Matrons, Service Leads and their associated teams, colleagues, Stakeholders and Partners.
Attend meetings as required. Provide support, help and advice to colleagues throughout the Care Group through the provision of appropriate information. Report and record incidents/accidents in accordance with Trust Policy.
Maintain confidentiality of information consistent with legislation. Maintain legible and comprehensive records. Build and maintain informal network of contacts.
Job description
Job responsibilities
Communicate effectively at all levels of the organisation Care Group Director, Senior Management Team, Consultants, Senior Clinical Professionals, Senior Clinical Matrons, Service Leads and their associated teams, colleagues, Stakeholders and Partners.
Attend meetings as required. Provide support, help and advice to colleagues throughout the Care Group through the provision of appropriate information. Report and record incidents/accidents in accordance with Trust Policy.
Maintain confidentiality of information consistent with legislation. Maintain legible and comprehensive records. Build and maintain informal network of contacts.
Person Specification
Qualifications
Essential
- NVQ 3 or equivalent
- RSA 3 or equivalent experience and evidence of further practical experience
- Good standard of secondary education; GCSE at Grade C or above or equivalent
Experience
Essential
- Proven experience of a range of secretarial procedures
- Experience of producing documents to a high standard of presentation with good accuracy.
- Experience of maintaining office systems
- Experience of working as part of a team
Desirable
- Proven experience of working as an administrator
- Experience of generating own correspondence
- Experience of working within the NHS
Skills / Aptitudes
Essential
- Ability to deal sensitively with staff and stakeholders in person and on the telephone.
- Ability to communicate effectively.
- Ability to liaise on behalf of the team both within and outside the organisation
- Awareness of the importance of confidentiality - ability to work within appropriate boundaries
- Ability to use good judgement skills when dealing with enquiries and problems.
- Ability to plan workload, manage diaries, organise appointments, planning workload associated with key meeting dates
- Planning, organising and facilitating meetings and minute taking.
- Ability to work to tight deadlines and deal with conflicting demands
- Ability to work within a team.
- Maintains stationery stock levels.
- Knowledge of Microsoft Word, Excel, Outlook, Powerpoint.
Disposition
Essential
- Punctual and flexible across hours of work when required.
- Ability to frequently be required to sit or stand in restricted positions for long periods
- Ability to deal with frequent competing demands
- Ability to deal with emotionally sensitive and challenging material
- Ability to use computer equipment
- Ability to travel across sites
Person Specification
Qualifications
Essential
- NVQ 3 or equivalent
- RSA 3 or equivalent experience and evidence of further practical experience
- Good standard of secondary education; GCSE at Grade C or above or equivalent
Experience
Essential
- Proven experience of a range of secretarial procedures
- Experience of producing documents to a high standard of presentation with good accuracy.
- Experience of maintaining office systems
- Experience of working as part of a team
Desirable
- Proven experience of working as an administrator
- Experience of generating own correspondence
- Experience of working within the NHS
Skills / Aptitudes
Essential
- Ability to deal sensitively with staff and stakeholders in person and on the telephone.
- Ability to communicate effectively.
- Ability to liaise on behalf of the team both within and outside the organisation
- Awareness of the importance of confidentiality - ability to work within appropriate boundaries
- Ability to use good judgement skills when dealing with enquiries and problems.
- Ability to plan workload, manage diaries, organise appointments, planning workload associated with key meeting dates
- Planning, organising and facilitating meetings and minute taking.
- Ability to work to tight deadlines and deal with conflicting demands
- Ability to work within a team.
- Maintains stationery stock levels.
- Knowledge of Microsoft Word, Excel, Outlook, Powerpoint.
Disposition
Essential
- Punctual and flexible across hours of work when required.
- Ability to frequently be required to sit or stand in restricted positions for long periods
- Ability to deal with frequent competing demands
- Ability to deal with emotionally sensitive and challenging material
- Ability to use computer equipment
- Ability to travel across sites
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).
