Job summary
At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.
To provide general administrative and clerical support to the Estates, Facilities and PFI Management team members and office.
Main duties of the job
The secretary under the direction of the Administrative Manager will provide a support service to functions within the Estates, Facilities and PFI Service as required. This will include payroll functions, PFI Contract Performance Management, Supplies and Procurement, Finance and HR.
About us
University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.
All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.
UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.
At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.
Job description
Job responsibilities
- The post holderis required totype general correspondence, letters and documents as required by the Management team including collation of responses and information, complaint responses, comments on documents to enable corporate responses to be provided, recording queries and dealing with those as required.
- The post holder will require a knowledge of a range of secretarial procedures and knowledge of software programmes and specialist functional terms which will be required at NVQ level 3, RSA level 2 or equivalent, plus relevant practical experience.
- Organise Estates, Facilities and PFI Management Team and other Senior Managers diaries whererequired.
- Arrange meetings for Managers as required and coordinating the agenda and papers for these including taking of minutes,typing ofnotesand issuing to attendeesand collating action points where possible.
- To participate in reciprocal cover arrangements for colleagues whereappropriate ensuringthe Management Office is appropriately covered during core office hours.
- To be responsible, in consultation with the Administrative Manager, for personal and professional development.
- To be responsible for maintaining the services stationery supplies, replenishing items asrequiredandmaintaininga stock inventory checklist.
- The post holder must be able to scribe high quality minutes.
- Updating training documents as and when necessary.
- To assist the Management Team in administering any future Management of Change (MoC) Due Diligence Processes asrequired
- To ensure that all correspondence, including police screening forms and referencesrelating, ESR and recruitment formsrequiredfor the recruitment process ismaintainedand actioned inan appropriate manner.
- Ensure all personal files are maintained and kept up to date as required
- To ensure that sickness absence, staffing establishment figures/Payroll are kept up to date andforwardedto relevant parties whenrequired.
- Maintain spreadsheets and databases within the department and provide reports and statistics whenrequired.
- Typing of correspondence, reports, forms, minutes, rotas and contracts of employment.
- To respond promptly to all telephone enquiries and routine matters on a day to daybasis.
- To arrange study leave and appropriate travel arrangements for seminars and training events.
- Co-ordination of appropriate action as necessary for call-off orders and contracts.
- To coordinate responses and record information as necessary in relation to any complaints.
- The post holder will be required to prioritise tasks and respond to unexpected events changing priorities and adapting work schedules accordingly.
- To work as part of a team and to be adaptable to change within your own and Directorateenvironment.
Job description
Job responsibilities
- The post holderis required totype general correspondence, letters and documents as required by the Management team including collation of responses and information, complaint responses, comments on documents to enable corporate responses to be provided, recording queries and dealing with those as required.
- The post holder will require a knowledge of a range of secretarial procedures and knowledge of software programmes and specialist functional terms which will be required at NVQ level 3, RSA level 2 or equivalent, plus relevant practical experience.
- Organise Estates, Facilities and PFI Management Team and other Senior Managers diaries whererequired.
- Arrange meetings for Managers as required and coordinating the agenda and papers for these including taking of minutes,typing ofnotesand issuing to attendeesand collating action points where possible.
- To participate in reciprocal cover arrangements for colleagues whereappropriate ensuringthe Management Office is appropriately covered during core office hours.
- To be responsible, in consultation with the Administrative Manager, for personal and professional development.
- To be responsible for maintaining the services stationery supplies, replenishing items asrequiredandmaintaininga stock inventory checklist.
- The post holder must be able to scribe high quality minutes.
- Updating training documents as and when necessary.
- To assist the Management Team in administering any future Management of Change (MoC) Due Diligence Processes asrequired
- To ensure that all correspondence, including police screening forms and referencesrelating, ESR and recruitment formsrequiredfor the recruitment process ismaintainedand actioned inan appropriate manner.
- Ensure all personal files are maintained and kept up to date as required
- To ensure that sickness absence, staffing establishment figures/Payroll are kept up to date andforwardedto relevant parties whenrequired.
- Maintain spreadsheets and databases within the department and provide reports and statistics whenrequired.
- Typing of correspondence, reports, forms, minutes, rotas and contracts of employment.
- To respond promptly to all telephone enquiries and routine matters on a day to daybasis.
- To arrange study leave and appropriate travel arrangements for seminars and training events.
- Co-ordination of appropriate action as necessary for call-off orders and contracts.
- To coordinate responses and record information as necessary in relation to any complaints.
- The post holder will be required to prioritise tasks and respond to unexpected events changing priorities and adapting work schedules accordingly.
- To work as part of a team and to be adaptable to change within your own and Directorateenvironment.
Person Specification
Qualifications
Essential
- GCSE Maths and English Grade C or above
- NVQ Level 3 Business Administration or equivalent
Desirable
- NHS experience
- IT Skills to RSA2 or equivalent
Knowledge
Essential
- Previous experience working in an administrative role
- Previous experience of minute taking within the last 12 months
- Knowledge of word and excel
Desirable
- Effective communication skills - written
Person Specification
Qualifications
Essential
- GCSE Maths and English Grade C or above
- NVQ Level 3 Business Administration or equivalent
Desirable
- NHS experience
- IT Skills to RSA2 or equivalent
Knowledge
Essential
- Previous experience working in an administrative role
- Previous experience of minute taking within the last 12 months
- Knowledge of word and excel
Desirable
- Effective communication skills - written
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
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).
