Job summary
An exciting opportunity has arisen for an Administrator
within the Company Secretary Team. We
are seeking an experienced administrator to provide support to the Company
Secretary Team based at 2 Kings Court, Worcester.
Applicants require a level 3 qualification in a Business
Administration subject. Alternatively,
you must have considerable recent NHS administration experience and a level 2
in an alternative subject and be expected to complete an administration
qualification.
This is a part time post working 21 hours per week on a
fixed term contract for 12 months.
Working schedule to be confirmed.
An ability to work flexibly using your own initiative and to
be a pro-active team member is essential.
You must have good organisational skills and be an effective
communicator. The work is interesting
and varied and full training will be provided.
If you wish to be considered
for a secondment please gain permission
from your Substantive Manager before applying
Main duties of the job
You will be part of a busy team, supporting
the many aspects of the Company Secretary Team, providing all aspects of admin
support, including minuting of meetings, telephone duties, processing letters
and updating databases and spreadsheets.
You are required to have a high level of
organisational skills, be self motivated and a team player.
The ability to prioritise a busy workload and
work flexibly to meet demand are essential requirements of the role as well as
good communication skills when dealing with internal and external
enquiries.
The post is based at 2 Kings Court, Charles
Hastings Way, WR5 1JR, although some home working is available.
About us
At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.
Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.
We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. Its why we were named Large Apprenticeship Employer of the Year award at the 2022 Worcestershire Apprenticeship Awards. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.
What we offer
27 days leave plus bank holidays, increasing up to 33 days with long service
Generous NHS pension and enhanced pay when you work unsocial hours
Flexible and agile working opportunities
Great maternity, paternity, and adoption support
Wide range of staff networks such as LGBT+ and ENRICH (Equality Network for Race Inclusion and Cultural Heritage)
Health service discounts and online benefits including excellent cycle to work and car salary sacrifice schemes
Health and wellbeing opportunities
If you would like to know more, please visit our careers website.
Job description
Job responsibilities
- Undertake
administration/secretarial duties that are specific to the role.
- Undertake general office
duties, as required, e.g. typing, data inputting, filing, scanning/copying and
telefaxing, in line with Trust Policies and Procedures.
- Arrange, confirm appointments
and meetings, as required, making appropriate arrangements e.g. hospitality,
booking venues, equipment, etc.
- Provide a secretarial service
to team/department meetings, including the preparation and distribution of
agendas and papers.
- Answer/deal with both
face-to-face and telephone enquiries.
- Deal with incoming and outgoing
mail.
- Answer/deal with both
face-to-face and telephone enquiries in a tactful and professional manner,
recording any messages efficiently and passing them to the relevant individual
in an appropriate and timely manner.
- Coordination and maintenance of
filing systems.
- Type/word-process routine
documentation that is specific to the role, e.g. letters, reports, minutes.
- Input data to systems on a
daily basis (specific to the role).
- Assist in the recording of
information from timesheets etc.
For full detail of the duties and criteria for the role, please refer to the job description and person specification attached.
Job description
Job responsibilities
- Undertake
administration/secretarial duties that are specific to the role.
- Undertake general office
duties, as required, e.g. typing, data inputting, filing, scanning/copying and
telefaxing, in line with Trust Policies and Procedures.
- Arrange, confirm appointments
and meetings, as required, making appropriate arrangements e.g. hospitality,
booking venues, equipment, etc.
- Provide a secretarial service
to team/department meetings, including the preparation and distribution of
agendas and papers.
- Answer/deal with both
face-to-face and telephone enquiries.
- Deal with incoming and outgoing
mail.
- Answer/deal with both
face-to-face and telephone enquiries in a tactful and professional manner,
recording any messages efficiently and passing them to the relevant individual
in an appropriate and timely manner.
- Coordination and maintenance of
filing systems.
- Type/word-process routine
documentation that is specific to the role, e.g. letters, reports, minutes.
- Input data to systems on a
daily basis (specific to the role).
- Assist in the recording of
information from timesheets etc.
For full detail of the duties and criteria for the role, please refer to the job description and person specification attached.
Person Specification
Knowledge
Essential
- Knowledge of a range of administrative/secretarial procedures
- Detailed knowledge of Microsoft Office: Word / Excel / Outlook
Desirable
- Powerpoint
- Access
- MS Forms
Qualifications
Essential
- Educated to academic Level 3 (e.g.: A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject or Educated to academic Level 2 (e.g. GCSE Grade A-C) with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer
Desirable
Skills & Abilities
Essential
- Ability to communicate clearly and effectively in English in both verbal and written formats
Desirable
- Audio typing skills
- Minute taking skills
Experience
Essential
- Recent, relevant Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)
Desirable
- Previous relevant NHS experience
- Minute taking experience
Additional Criteria
Essential
- Willingness to commit to continuing professional development
Person Specification
Knowledge
Essential
- Knowledge of a range of administrative/secretarial procedures
- Detailed knowledge of Microsoft Office: Word / Excel / Outlook
Desirable
- Powerpoint
- Access
- MS Forms
Qualifications
Essential
- Educated to academic Level 3 (e.g.: A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business/ Administration related subject or Educated to academic Level 2 (e.g. GCSE Grade A-C) with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer
Desirable
Skills & Abilities
Essential
- Ability to communicate clearly and effectively in English in both verbal and written formats
Desirable
- Audio typing skills
- Minute taking skills
Experience
Essential
- Recent, relevant Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)
Desirable
- Previous relevant NHS experience
- Minute taking experience
Additional Criteria
Essential
- Willingness to commit to continuing professional development
