Support Secretary

Southport And Ormskirk NHS Trust


This job is now closed

Job summary

The post holder will assist the CBU Personal Assistant in providing comprehensive secretarial / administrative support to the CBU workforce including diary management, report writing, agenda setting, arranging meetings, supporting meetings and minute taking.

The post holder will be capable of assisting in the provision of a full administrative function within the team and be able to step in to fill gaps, to ensure continuity of services. It is essential that the post holder has advanced keyboard skills, a good knowledge base of computer systems and is able to exercise initiative suitable to the role.

This will include typing of correspondence and distribution of documents and reports ensuring accuracy, consistency and completeness of information to internal and external partners within the agreed timescales.

Main duties of the job

Assist with drafting Agendas, ensuring papers for meetings are distributed in a timely manner.

Attending meetings to record and produce accurate actions / Minutes for distribution appropriately.

Making and receiving telephone calls and e-mails, dealing with enquires with tact, diplomacy and maintaining confidentiality at all times.

Assist with managing diary commitments by liaising with others, internally and externally, ensuring all Managers are briefed on any difficulties or issues.

Assist in maintaining systems and processes to establish and maintain effective communication, and confidentiality of information.

Use initiative to manage and prioritise workload, in liaison with the CBU PA, while dealing with competing demands

Using own judgement, deal with enquiries from CBU team and other Hospital departments, both face-to-face and by telephone, where necessary escalating more complex issues

About us

Southport and Ormskirk Hospital NHS Trust provides healthcare in hospital and the community to 258,000 people across Southport, Formby and West Lancashire.

Acute care is provided at Southport and Formby District General Hospital and Ormskirk and District General Hospital. This includes adults' and children's accident and emergency services, intensive care and a range of medical and surgical specialities. Women's and children's services, including maternity, are provided at Ormskirk hospital.

The North West Regional Spinal Injuries Centre at Southport hospital provides specialist care for spinal patients from across the North West, North Wales and the Isle of Man.

The Trust also provides sexual health services for the Metropolitan Borough of Sefton.

Job description

Job responsibilities

When necessary, provide general clerical support as directed by the Personal Assistant

Access and use of Trusts various computerised systems

To ensure confidentiality and safe custody of information, filing all relevant documentation accurately and in correct order ensuring electronic filing system is maintained

Photocopying, filing, and distribution of mail within the department in liaison with the other administrative staff.

Co-operate in the introduction of new technology as it may apply

The post holder will be expected to carry out any other duties as directed by the Personal Assistant commensurate with role.

To assist, where appropriate, in the provision of cover for colleagues during absences

Make economical use of supplies, ensuring office has adequate reserves

The above does not purport to be an exhaustive list of duties, but it is intended to indicate the type and range of responsibilities involved. The job content will be reassessed periodically. The content will be discussed with the post holder during such a review.

Please note this post may close early if sufficient applications are received. So if you are interested in applying for this post please do so as soon as possible.

This post will be subject to a Standard DBS Check.

Advert Date: 06.05.22Closing Date: 19.05.22Shortlisting Date: 23.05.22Interview Date: 31.05.22

Person Specification



  • NVQ III in admin related subject or equivalent
  • Able to communicate effectively with a range of people, both internal and external


  • Knowledge of medical terminology

Skills and abilities


  • Knowledge of microsoft office software packages

Mental effort


  • Ability to concentrate for prolonged periods when transcribing minutes in a predictable work pattern

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Southport And Ormskirk NHS Trust


Southport and Ormskirk

Town Lane,



Employer's website (Opens in a new tab)

For questions about the job, contact:

Kerrie Hopson


Date posted

06 May 2022

Pay scheme

Agenda for change


Band 3


£20,330 to £21,777 a year per annum



Working pattern


Reference number


Job locations

Southport and Ormskirk

Town Lane,



Supporting documents

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0300 330 1013

Outside UK:

+44 300 330 1013

Opening times:

Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.