Job summary
To provide a comprehensive, high quality secretarial service to Deputy Director of Nursing and the Deputy Director of Practice and Transformation/Chief AHP within the Nursing and Quality Directorate.To deal with enquiries and referrals to the department promptly and in accordance with Trust policy and procedure.To co-ordinate secretarial services, including the preparation of agendas and papers, minute taking, taking follow up action as required, diary management of multiple diaries, processing letters and other jobs noted in the key results section.
This post is fixed term, however there is a possibility that it may become permanent in the future.
Main duties of the job
1. Provide a comprehensive secretarial service in writing and electronically, including word processing of agendas and papers, letters, notes, minute taking, producing action matrix and other routine correspondence.2. Effectively manage electronic diaries on a daily basis for General Manager and Area Service Managers, using Microsoft Outlook.3. To work autonomously on own initiative, unsupervised, to manage and prioritise own workload. Using own electronic calendar and Outlook flag system to plan workload and training.4. Provide full support to a range of professional senior management operational and performance meetings, including note taking, room booking or virtual room booking. Coordinating diaries to arrange meetings for internal staff and external agencies. Attending the meetings in person or virtually. Downloading meeting videos for note taking where applicable.5. Undertake a range of word processing tasks including typing from video, typing letters, typing minutes, typing job descriptions, statements for investigations.6. Support the Trust's various disciplinary, investigation and complaint processes. Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information with sensitive, complex or distressing contents. This will require adjustment to work schedule as this takes priority and has a short deadline.
About us
Join 'Team Derbyshire Healthcare' and become part of a talented, compassionate and enthusiastic workforce committed to a vision of 'making a positive difference in people's lives'.
CQC rated us as 'GOOD' overall, commenting on how our colleagues "treated patients with compassion and kindness" and "felt positive and proud about working for the Trust."
Benefits include:
- Commitment to flexible working where this is possible
- 27 days annual leave/year plus bank holidays, increasing to 29 days after 5 years & 33 days after 10 years' service
- Yearly appraisal and commitment to ongoing training
- Generous NHS pension scheme
- Good maternity, paternity and adoption benefits
- Health service discounts and online benefits
- Incremental pay progression
- Free confidential employee assistance programme 24/7
- Access to our LGBT+ network, BAME Network and Christian Network
- Health and wellbeing opportunities
- Structured learning and development opportunities
Job description
Job responsibilities
Please review the Job Description and Person Specification. To apply, please click APPLY FOR THIS JOB - this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.
Professional Issues1. Provide a comprehensive secretarial service orally, in writing and electronically,including audio typing/word processing of agendas and papers, letters, notes, minutetaking, producing action matrix, and other routine correspondence.2. Produce/adapt/design documents, charts, tables etc., by use of Microsoft IT packages,e.g., Word, Excel, Access for services and disseminate information via email.3. Effectively manage electronic diaries on a daily basis for General Manager and Area Service Managers, using Microsoft outlook. Ensure effective daily time management.4. To work autonomously on own initiative, unsupervised, to manage and prioritise ownworkload, delegating tasks as appropriate. Using own electronic calendar and Outlookflag system to plan workload and training. To complete a range of work that is routineand non-routine. To plan and organise own workload, some on-going. This will needconstant review and amendment by yourself to meet daily demands and needs of theservice.5. Ensure the maintenance of accurate and efficient electronic filing systems, ensuringstrict confidentiality of client/staff identifiable information.6. Provide full support to a range of professional senior management operational andperformance meetings including note taking, room booking or virtual room booking. Coordinating diaries to arrange meetings for internal staff and external agencies. Attending the meetings in person or virtually. Downloading meeting videos for notetaking where applicable.7. To ensure emails are reviewed and acted upon promptly. Setting up and maintainingan action list to ensure they are completed to deadline.8. Undertake a range of Word processing tasks including audio typing, typing from video,typing letters, typing minutes, typing job descriptions, statements for investigations.This includes typing notes or information written by someone else.9. To collect details for operational structures, and contacts. Keeping them accurate andup to date. Disseminating to others in the Trust.10. Support the Trusts various disciplinary, investigation and complaint processes. These are not routine and will disrupt workload. Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information withsensitive, complex, or distressing contents. This will require adjustment to workschedule as this takes priority and has a short deadline.11. Prioritise and undertake general administrative tasks, including photocopying, filing,scanning, processing of mail etc.12. Receive and make telephone calls, taking messages and dealing with enquiriesappropriately and ensuring accurate and timely communication of messages.13. Ensure timely collection and production of statistical data relating to the service asdirected and forwarding relevant information to other Trust Departments as necessary.14. Record and monitor consultant annual leave on a database.15. Maintain and update staff personal files as delegated. To contribute to a high-quality front of house service for all service users and visitors tothe base. Ensure cleanliness and tidiness of the reception waiting area and meetingsrooms. Maintain a professional and confidential approach to work at all times.18. To be familiar with and comply with relevant Trust, Operational, Personnel and Healthand Safety procedures.19. Arrange onsite maintenance including raising of new work requisitions for repairs viathe Trust Estates department.20. Contribute to recruitment and selection processes and interviews as required andrequested.21. Provide cover for other Personal Assistants, and the office manager as required.22. Willingness to travel to other bases.23. Ensure the provision/procurement of all stock and non-stock supplies for the services,ensuring receipt of all goods via Trust Procedures as appropriate and necessary.24. Undertake staff surveys as required.
Job description
Job responsibilities
Please review the Job Description and Person Specification. To apply, please click APPLY FOR THIS JOB - this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.
Professional Issues1. Provide a comprehensive secretarial service orally, in writing and electronically,including audio typing/word processing of agendas and papers, letters, notes, minutetaking, producing action matrix, and other routine correspondence.2. Produce/adapt/design documents, charts, tables etc., by use of Microsoft IT packages,e.g., Word, Excel, Access for services and disseminate information via email.3. Effectively manage electronic diaries on a daily basis for General Manager and Area Service Managers, using Microsoft outlook. Ensure effective daily time management.4. To work autonomously on own initiative, unsupervised, to manage and prioritise ownworkload, delegating tasks as appropriate. Using own electronic calendar and Outlookflag system to plan workload and training. To complete a range of work that is routineand non-routine. To plan and organise own workload, some on-going. This will needconstant review and amendment by yourself to meet daily demands and needs of theservice.5. Ensure the maintenance of accurate and efficient electronic filing systems, ensuringstrict confidentiality of client/staff identifiable information.6. Provide full support to a range of professional senior management operational andperformance meetings including note taking, room booking or virtual room booking. Coordinating diaries to arrange meetings for internal staff and external agencies. Attending the meetings in person or virtually. Downloading meeting videos for notetaking where applicable.7. To ensure emails are reviewed and acted upon promptly. Setting up and maintainingan action list to ensure they are completed to deadline.8. Undertake a range of Word processing tasks including audio typing, typing from video,typing letters, typing minutes, typing job descriptions, statements for investigations.This includes typing notes or information written by someone else.9. To collect details for operational structures, and contacts. Keeping them accurate andup to date. Disseminating to others in the Trust.10. Support the Trusts various disciplinary, investigation and complaint processes. These are not routine and will disrupt workload. Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information withsensitive, complex, or distressing contents. This will require adjustment to workschedule as this takes priority and has a short deadline.11. Prioritise and undertake general administrative tasks, including photocopying, filing,scanning, processing of mail etc.12. Receive and make telephone calls, taking messages and dealing with enquiriesappropriately and ensuring accurate and timely communication of messages.13. Ensure timely collection and production of statistical data relating to the service asdirected and forwarding relevant information to other Trust Departments as necessary.14. Record and monitor consultant annual leave on a database.15. Maintain and update staff personal files as delegated. To contribute to a high-quality front of house service for all service users and visitors tothe base. Ensure cleanliness and tidiness of the reception waiting area and meetingsrooms. Maintain a professional and confidential approach to work at all times.18. To be familiar with and comply with relevant Trust, Operational, Personnel and Healthand Safety procedures.19. Arrange onsite maintenance including raising of new work requisitions for repairs viathe Trust Estates department.20. Contribute to recruitment and selection processes and interviews as required andrequested.21. Provide cover for other Personal Assistants, and the office manager as required.22. Willingness to travel to other bases.23. Ensure the provision/procurement of all stock and non-stock supplies for the services,ensuring receipt of all goods via Trust Procedures as appropriate and necessary.24. Undertake staff surveys as required.
Person Specification
Essential criteria
Essential
- GCSE English Grade C or new Grade 4 or equivalent
- Typing Qualification (to RSA III standard) or equivalent typing or word processing qualification/demonstrable experience
- NVQ level 3 or demonstrable experience
- Experience and knowledge of using variety of software programmes including Microsoft Outlook, Word, Excel and PowerPoint
- Experience of diary/email management using Outlook and arranging meeting
- Experience of formal note taking of meetings
Desirable
- CLAIT/IBT2/ECDL or equivalent IT qualification/demonstrable experience
- Experience of managing multiple diaries
- To travel to other premises to cover colleagues and to attend and support meetings (driving licence not essential)
Person Specification
Essential criteria
Essential
- GCSE English Grade C or new Grade 4 or equivalent
- Typing Qualification (to RSA III standard) or equivalent typing or word processing qualification/demonstrable experience
- NVQ level 3 or demonstrable experience
- Experience and knowledge of using variety of software programmes including Microsoft Outlook, Word, Excel and PowerPoint
- Experience of diary/email management using Outlook and arranging meeting
- Experience of formal note taking of meetings
Desirable
- CLAIT/IBT2/ECDL or equivalent IT qualification/demonstrable experience
- Experience of managing multiple diaries
- To travel to other premises to cover colleagues and to attend and support meetings (driving licence not essential)
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.
