Job summary
To work as part of a team providing secretarial, clerical and administrative support to the Therapy and Education Services.
You will be responsible for all aspects of secretarial and administrative support provided to the Therapy and Education Service.
Responsibilities are wide-ranging and varied. You'll deal with enquiries from other services and departments. Diary management for several staff. You will respond to incoming/outgoing calls, organise appointments, convene and attend regular meetings and supporting the multi-disciplinary team of clinicians.
Please note that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Main duties of the job
- Clear and effective communication skills
- Diary Management
- Meeting preparation
- Flexible approach to working practices
- Ability to prioritise workload
- Time management skills
- Ability to work without direction supervision
- Flexibility to cover admin colleagues
- Ability to work under pressure
- Knowledge of Confidentiality and the Data Protection Act
- Ability to demonstrate an understanding of Equality and Diversity principles
- Experience of working with databases, Microsoft Office, audio typing, minute taking and monitoring action points.
- Previous secretarial / administration experience
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Job description
Job responsibilities
The role requires significant organisational skills, initiative, time management skills and personal credibility. The post holder is required to provide high level support and progress a range of initiatives and projects on behalf of the Therapy and Education Service, on a Trust-wide basis.
This role requires a widely experienced Personal Secretary with the ability to provide an excellent and efficient secretarial and administrative support service to the Therapy and Education Service.
Responsible for all aspects of secretarial and administrative support provided to the Therapy and Education Service.
Duties include
To undertake administrative and secretarial work as required by the Therapy and Education Services, resulting from Management meetings and other working parties or meetings.
To deal efficiently with all correspondence, monitoring telephone enquiries, answering queries and quickly providing information, as appropriate.
To monitor the Chaplaincy and Spiritual Care Team mailbox ensuring that any referrals are forwarded on to the appropriate person(s).
To maintain an accurate appointments diary and to efficiently manage the time of the Trust Chaplaincy and Spiritual Care Team Manager and the Trust Lead Chaplain.
To convene and attend regular meetings as required, producing agendas and accurate minutes, and making all the necessary arrangements, including the collation of papers and agenda items, etc. In addition, to convene and minute meetings with other Hospitals/Units throughout Nottinghamshire Healthcare NHS Foundation Trust and make all the necessary arrangements.
Responsible for booking accommodation and making travelling arrangements for the Trust Chaplaincy and Spiritual Care Team Manager.
To maintain an efficient filing system, including bring forward systems to ensure that deadlines for the receipt of reports and responses are met.
To deal with enquiries/ visitors, including Honorary Chaplains/Trainees and visiting professionals.
Ensure efficient systems are in place with regards to ordering supplies and safe and timely delivery of such, ensuring that all Chaplaincy and Spiritual Care offices throughout the Trust are sufficiently resourced.
Analysing evaluation data and acting upon information to improve events.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Job description
Job responsibilities
The role requires significant organisational skills, initiative, time management skills and personal credibility. The post holder is required to provide high level support and progress a range of initiatives and projects on behalf of the Therapy and Education Service, on a Trust-wide basis.
This role requires a widely experienced Personal Secretary with the ability to provide an excellent and efficient secretarial and administrative support service to the Therapy and Education Service.
Responsible for all aspects of secretarial and administrative support provided to the Therapy and Education Service.
Duties include
To undertake administrative and secretarial work as required by the Therapy and Education Services, resulting from Management meetings and other working parties or meetings.
To deal efficiently with all correspondence, monitoring telephone enquiries, answering queries and quickly providing information, as appropriate.
To monitor the Chaplaincy and Spiritual Care Team mailbox ensuring that any referrals are forwarded on to the appropriate person(s).
To maintain an accurate appointments diary and to efficiently manage the time of the Trust Chaplaincy and Spiritual Care Team Manager and the Trust Lead Chaplain.
To convene and attend regular meetings as required, producing agendas and accurate minutes, and making all the necessary arrangements, including the collation of papers and agenda items, etc. In addition, to convene and minute meetings with other Hospitals/Units throughout Nottinghamshire Healthcare NHS Foundation Trust and make all the necessary arrangements.
Responsible for booking accommodation and making travelling arrangements for the Trust Chaplaincy and Spiritual Care Team Manager.
To maintain an efficient filing system, including bring forward systems to ensure that deadlines for the receipt of reports and responses are met.
To deal with enquiries/ visitors, including Honorary Chaplains/Trainees and visiting professionals.
Ensure efficient systems are in place with regards to ordering supplies and safe and timely delivery of such, ensuring that all Chaplaincy and Spiritual Care offices throughout the Trust are sufficiently resourced.
Analysing evaluation data and acting upon information to improve events.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Person Specification
Qualifications
Essential
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience.
- GCSE qualifications in English and Maths or equivalent
- Extensive knowledge of Microsoft Office 365, specifically Word, PowerPoint, Excel, Publisher and Outlook
- Minute taking skills
Desirable
- ECDL
- Shorthand/ Speedwriting
Experience
Essential
- Diary Management.
- Meeting preparation, minute taking, expediting and monitoring action points.
- Working knowledge of confidentiality and data protection.
Desirable
- Experience of working within the NHS.
- Experience of working with Chaplains
Skills
Essential
- Ability to act within minimal guidelines and set standards for self within the parameters of the role
- Excellent verbal and written communication and interpersonal skills with the ability to identify key messages and areas for action arising from telephone and personal conversations where the intentions or needs of the caller are not immediately clear.
- Using own initiative when dealing with first point of contact enquiries to the Team
- Excellent keyboard skills.
- Ability to adapt to change and manage a variety of tasks/projects.
- Flexible approach to work.
- Ability to work under pressure and to strict deadlines
- Ability to work on own initiative with minimum supervision.
Desirable
- Ability to manage and prioritise incoming and outgoing correspondence, initiating responses where appropriate.
- Demonstrates commitment to a professional and high-level service; a professional attitude to own work and the needs of others and a consistent focus on service, quality and maintenance of the Trust's reputation.
- Ability to suggest creative solutions to problems.
Values & Behaviours
Essential
- All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust's Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation
Training
Essential
- Willingness to undertake further training required to fulfil duties of the post.
Desirable
- Training in RiO/ESR/ HealthRoster
- Experience of working in a busy office
Knowledge
Essential
- Ability to work unsupervised for protracted periods of time
- Self-motivated
- Ability to work as a team member
- Ability to work accurately under pressure
Desirable
- Regular use of visual display units (VDU) for significant periods. Regular keyboard user.
Contractual Requirements
Essential
- Able to work flexible hours to meet service needs Willingness and ability to travel to other sites across the Trust.
Physical requirements
Essential
- Ability to perform the full range of duties.
Person Specification
Qualifications
Essential
- Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience.
- GCSE qualifications in English and Maths or equivalent
- Extensive knowledge of Microsoft Office 365, specifically Word, PowerPoint, Excel, Publisher and Outlook
- Minute taking skills
Desirable
- ECDL
- Shorthand/ Speedwriting
Experience
Essential
- Diary Management.
- Meeting preparation, minute taking, expediting and monitoring action points.
- Working knowledge of confidentiality and data protection.
Desirable
- Experience of working within the NHS.
- Experience of working with Chaplains
Skills
Essential
- Ability to act within minimal guidelines and set standards for self within the parameters of the role
- Excellent verbal and written communication and interpersonal skills with the ability to identify key messages and areas for action arising from telephone and personal conversations where the intentions or needs of the caller are not immediately clear.
- Using own initiative when dealing with first point of contact enquiries to the Team
- Excellent keyboard skills.
- Ability to adapt to change and manage a variety of tasks/projects.
- Flexible approach to work.
- Ability to work under pressure and to strict deadlines
- Ability to work on own initiative with minimum supervision.
Desirable
- Ability to manage and prioritise incoming and outgoing correspondence, initiating responses where appropriate.
- Demonstrates commitment to a professional and high-level service; a professional attitude to own work and the needs of others and a consistent focus on service, quality and maintenance of the Trust's reputation.
- Ability to suggest creative solutions to problems.
Values & Behaviours
Essential
- All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust's Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation
Training
Essential
- Willingness to undertake further training required to fulfil duties of the post.
Desirable
- Training in RiO/ESR/ HealthRoster
- Experience of working in a busy office
Knowledge
Essential
- Ability to work unsupervised for protracted periods of time
- Self-motivated
- Ability to work as a team member
- Ability to work accurately under pressure
Desirable
- Regular use of visual display units (VDU) for significant periods. Regular keyboard user.
Contractual Requirements
Essential
- Able to work flexible hours to meet service needs Willingness and ability to travel to other sites across the Trust.
Physical requirements
Essential
- Ability to perform the full range of duties.
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.
