Job summary
An exciting opportunity has arisen within our Corporate Governance team for an Administrative Assistant, providing support to the Director of Corporate Governance/Associate Director of Corporate Governance and Head of Corporate and the wider team.
The post holder should be educated to GCSE Level 4 or above for Maths and English.
Applicants will be required to have at least one years' administrative experience in a similar role and experience of diary management and of taking notes at meetings.
Candidates must be competent in using Microsoft Office, including word/excel/powerpoint etc. They will also need to have good communication and organisation skills.
We are looking for a friendly and enthusiastic individual who has excellent interpersonal and communication skills with a flexible approach and good work ethic.
Main duties of the job
Provide administrative support to the team, including creating files, assisting with diary appointments, filing and archiving records. To answer telephone calls and enquiries, Arrange meetings, as requested. To take notes/minutes at meetings, as required. Organise and maintain an efficient and up to-date filing and digital folder system. To be responsible for opening and recording the mail on a daily basis and where necessary, redirecting mail to the appropriate department/team.Undertake any other duties and responsibilities which may reasonably be required. Provide support to the Head of Corporate Governance, Associate Director and Director where required. To assist with the collation and circulation of meeting papers. To assist with identifying and booking meeting venues, arranging catering and setting up meeting rooms and equipment. To assist with raising requisitions for goods and services and processing of invoices using the Integra electronic system. To assist with authorisation of room bookings using the NUH room booking system. To provide support to the Executive Assistants across a range of secretarial and clerical duties. To assist with the effective working of all IT support within the team including shared drives, document sharing and effective use of. To assist with creating and maintaining the intranet pages and communicating the work of the Corporate Governance Team. To assist in the preparation of presentations for Corporate Governance team.
About us
The Corporate Governance team is a relatively small team committed to providing comprehensive and high level advice in respect to the corporate governance agenda. The post holder will work closely with the Executive Assistant to the Chair/Chief Executive and Executive Assistant to the Director of Corporate Governance. Whilst based primarily at Trust Headquarters at the City Hospital campus, the post holder is expected to work across the different campuses when necessary. The team works flexibly, with a mixture of on-site and home working.
Job description
Job responsibilities
Please refer to above, (Main duties of the job), Also Person Specification and Job Description attached
Job description
Job responsibilities
Please refer to above, (Main duties of the job), Also Person Specification and Job Description attached
Person Specification
Qualifications
Essential
- GCSE grade 4 and above Mathematics and English
Experience
Essential
- Ability to demonstrate accuracy when working under pressure
- Able to demonstrate previous administrative or secretarial experience.
- Ability to work under pressure, meet deadlines and prioritise work.
- Competent in using Microsoft Office packages, data entry, Outlook and the Internet.
- Ability to handle difficult and sensitive situations effectively and confidentially
Desirable
- Previous experience of working within the NHS or related public sector organisation
- Previous experience in a similar role
Communication and relationship skills
Essential
- Good communication and organisation skills.
- Ability to work on own initiative and as part of a team (with direction from manager) and quickly adapt to changing situations.
- Effective and efficient communication skills with colleagues and both internal & external stakeholders.
Analytical and Judgement skills
Essential
- Good decisions making and problem solving skills
- Ability to work within the designated Standard Operating Procedures to ensure consistent Trust wide practice.
- Ability to uses initiative.
- Ability to deal logically with challenging issues, and deal with these in a professional manner.
- Works in line with organisational goals and objectives.
Planning and organisation skills
Essential
- Demonstrated ability to manage workloads and make informed decisions in the absence of required information.
- Ability to working to tight and changing timescales/priorities.
- Ability to prioritise and manage time appropriately.
- Effective organisational skills with the ability to respond effectively to multiple priorities
- Demonstrates enthusiasm and a conscientious approach to work, advocating this to others.
- Ability to accurately maintain records and filing systems
- Ability to work effectively and flexibly as part of a team to meet the needs of the service
Person Specification
Qualifications
Essential
- GCSE grade 4 and above Mathematics and English
Experience
Essential
- Ability to demonstrate accuracy when working under pressure
- Able to demonstrate previous administrative or secretarial experience.
- Ability to work under pressure, meet deadlines and prioritise work.
- Competent in using Microsoft Office packages, data entry, Outlook and the Internet.
- Ability to handle difficult and sensitive situations effectively and confidentially
Desirable
- Previous experience of working within the NHS or related public sector organisation
- Previous experience in a similar role
Communication and relationship skills
Essential
- Good communication and organisation skills.
- Ability to work on own initiative and as part of a team (with direction from manager) and quickly adapt to changing situations.
- Effective and efficient communication skills with colleagues and both internal & external stakeholders.
Analytical and Judgement skills
Essential
- Good decisions making and problem solving skills
- Ability to work within the designated Standard Operating Procedures to ensure consistent Trust wide practice.
- Ability to uses initiative.
- Ability to deal logically with challenging issues, and deal with these in a professional manner.
- Works in line with organisational goals and objectives.
Planning and organisation skills
Essential
- Demonstrated ability to manage workloads and make informed decisions in the absence of required information.
- Ability to working to tight and changing timescales/priorities.
- Ability to prioritise and manage time appropriately.
- Effective organisational skills with the ability to respond effectively to multiple priorities
- Demonstrates enthusiasm and a conscientious approach to work, advocating this to others.
- Ability to accurately maintain records and filing systems
- Ability to work effectively and flexibly as part of a team to meet the needs of the service
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.
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
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).