Barking, Havering and Redbridge University Hospitals NHS Trust

Band 5 PA & Administrator To Company Secretary & Trust Secretariat

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Job summary

The Trust Secretariat are seeking a Personal Assistant and Administrator to the Company Secretary and Trust Secretariat to work as part of a small team, responsible for establishing, developing and maintaining the Trust's corporate governance.

The role will include supporting the day to day diary management and administrative work for the Company Secretary together with support to the Deputy Company Secretary in the adminstration of the Board and other committees. This will include maintaining the Trust Secretary Corporate calendary/diary, organising pre-agenda meetings, liaising with collegues to ensure timely receipt of meeting papers into the Trust Secretariat for timely dispatch to meeting attendees, formatting of papers, uploading to a Board portal.

The role involves a variety of administrative tasks including processing invoices and expenses, data entry, maintaining electronic data, updating e-roster and support to the Trust Secretariat team. The candidate will also be required to attend and transcribe meetings. This is a busy role and requires some flexibility to meet the needs of the business. We are looking for a strong team player, with good interpersonal skills, able to organise own workload and adapt to changing priorities.

Main duties of the job

To work as Secretary/Administrator to the Company Secretary and the Trust Secretariat Team which comprises in addition to the Company Secretary, the Deputy Company Secretary and two Committee Secretaries.
To work as part of a small team of five, responsible for the Trust's corporate governance.
To support the day to day diary management and administrative work of the Company Secretary.
To support the Deputy Company Secretary to co-ordinate administrative and secretarial services, including e.g. the preparation of agendas and minutes, taking appropriate follow-up action as required, to support Board and other committees.
To deputise in the absence of the Committee Secretaries
To ensure papers are formatted and distributed to the Board and Committee members using the Trust Board portal system.
To undertake a range of administrative tasks including but not limited to processing invoices and expenses and use of e-roster for team absence reporting.
To undertake the management of projects and gather information and/or undertake enquiries.

About us

Under the leadership of our Chair Jacqui Smith and Matthew Trainer, our Chief Executive, we provide care for the residents of three of the most diverse London boroughs. More than half of our 7,500 strong workforce are from black, Asian and minority ethnic groups and most live in Barking and Dagenham, Havering and Redbridge. We also provide healthcare services to people in south west Essex, and specialist neurosciences services to the whole of the county.

Our services include all the major specialties of large acute hospitals, operating from two main sites - King George Hospital in Goodmayes and Queen's Hospital in Romford. We also provide outpatient services at Brentwood Community Hospital, Barking Hospital, Loxford Polyclinic, and Harold Wood Polyclinic. We have two of the busiest emergency departments in London.

As we recover from Covid-19, we're proud to be leading the way nationally in reducing the time our patients wait to get the treatment they need. The pandemic provided the drive forour teams to innovate and change.

We know we have more work to do to improve waiting times for urgent and emergency care, and our performance against the four-hour emergency access standard remains challenged, in comparison to many other London trusts.

We are particularly proud of our regional Neurosciences Centre; Radiotherapy Centre; Hyper Acute Stroke Unit; and dedicated breast care service at King George Hospital. We're also pleased to be part of the NEL Cancer Alliance.

Date posted

13 October 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£32,720 to £39,769 a year per annum inclusive

Contract

Permanent

Working pattern

Full-time

Reference number

162-5422-SH

Job locations

Queens Hospital

Romford

RM7 0AG

Job description

Job responsibilities

For further information on this role, please see the attached detailed Job Description and Person Specification.

The person specification listed below is not the full specification requirements for the role. Please ensure you review the full specification on the job description prior to submitting your application.

Applicants are advised to read all the information on the advert and the supporting information before completing and submitting an application. As you complete your application please ensure you clearly demonstrate how you meet the criteria in the person specification for this post by adequately completing the supporting information section of the application form.

All new staff appointed at the Trust are subject to a 6 month probationary period.

Applications should be made online, however, queries regarding the application process or assistance with completion of the form (for applicants with a disability) can be made to Stefan Heins, Recruitment Advisor, on 01708435000 ext 5933. Further details regarding the post may be obtained by contacting the manager as per the contact details above.

Job description

Job responsibilities

For further information on this role, please see the attached detailed Job Description and Person Specification.

All new staff appointed at the Trust are subject to a 6 month probationary period.

Person Specification

Experience/Knowledge

Essential

Previous Secretarial and Administration experience including competent IT

Skills/Abilities

Essential

Proactive planning of complex diary management
Ability to work accurately under pressure and to tight timescales

Desirable

Excellent organisational skills
Creative problem solver, able to investigate a variety of issues and proposing solutions
Self motivated, plans and organises by prioritising key deliverables for the team

Person Specification

Experience/Knowledge

Essential

Previous Secretarial and Administration experience including competent IT

Skills/Abilities

Essential

Proactive planning of complex diary management
Ability to work accurately under pressure and to tight timescales

Desirable

Excellent organisational skills
Creative problem solver, able to investigate a variety of issues and proposing solutions
Self motivated, plans and organises by prioritising key deliverables for the 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.

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).

Additional information

Disclosure and Barring Service Check

Certificate of Sponsorship

Employer details

Employer name

Barking, Havering and Redbridge University Hospitals NHS Trust

Address

Queens Hospital

Romford

RM7 0AG

Employer's website

https://www.bhrhospitals.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Barking, Havering and Redbridge University Hospitals NHS Trust

Address

Queens Hospital

Romford

RM7 0AG

Employer's website

https://www.bhrhospitals.nhs.uk/ (Opens in a new tab)