Administration Assistant (Directorate Secretary)

York and Scarborough Teaching Hospitals NHS Foundation Trust

The closing date is 16 April 2025

Job summary

York and Scarborough Teaching Hospitals NHS Foundation Trust is looking to recruit an enthusiastic and dynamic individual to join the Administration Team as an Administration Assistant.

The role is very varied and will involve supporting the day to day running of the services within Medicine Care Group.

The post holder must be educated to GCSE grade C or above (including Maths and English) or equivalent and be able to demonstrate excellent computer/IT skills to include Microsoft Office Packages.

They must also have a minimum of 6 months secretarial or administrative experience, preferably in a healthcare setting.

The successful candidate will be required to work well under pressure, with the ability to prioritise the demands of a busy office and manage their time and workload efficiently. They will also be willing to be adaptable and flexible to meet the needs of this very busy service.

We are looking for an individual that can work to high standard, who pays attention to detail and accuracy and has good written and oral communication skills as well as possessing excellent telephone communication skills.

Main duties of the job

This list is not extensive.

Full secretarial service to a specified group of managers, including electronic diary management.
Minute taking in meetings and production of accurate minutes and notes.
Minute taking from recorded Teams meetings and production of accurate minutes and notes.
HR/Payroll documentation for care group staff.
The role also includes covering for colleagues during periods of absence due to sickness or annual leave.

Please also be advised that this vacancy may close prior to the closing date stated due to the high level of applications it may attract. If you would like to apply, please submit your application promptly to avoid disappointment.

About us

Our benefits

We offer a range of benefits to support our staff including:

Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants

27 days holiday rising to 33 days (depending on NHS Trust service)

A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager.

A variety of different types of paid and unpaid leave covering emergency and planned leave

Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme

NHS Car Lease scheme and Cycle to Work scheme

An extensive range of learning and development opportunities

Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Date posted

02 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

419-6976408-AA-MY-A

Job locations

York Hospital

Wigginton Road

York

YO31 8HE

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Armed Forces Friendly Employer

Person Specification

Knowledge, Training & Experience

Essential

Educated to GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification/demonstrable experience.
Previous Secretarial/ Administrative experience (6 months minimum)

Desirable

Previous experience of Supervising others/ the work of others
Experience of dealing with confidential information
ECDL Qualification
Previous Administrative experience, preferably in an NHS environment

Skills

Essential

Able to organise and prioritise own workload
Possess a range of communication skills
Able to function effectively as part of a Team

Person Specification

Knowledge, Training & Experience

Essential

Educated to GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification/demonstrable experience.
Previous Secretarial/ Administrative experience (6 months minimum)

Desirable

Previous experience of Supervising others/ the work of others
Experience of dealing with confidential information
ECDL Qualification
Previous Administrative experience, preferably in an NHS environment

Skills

Essential

Able to organise and prioritise own workload
Possess a range of communication skills
Able to function effectively as part of a Team

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.