Job summary
A Secretarial/Administration post has arisen within the Directorate of Estates & Facilities team at Diana Princess of Wales Hospital. This post is 30 hours Monday - Friday (to be agreed). Come and join our friendly team.The post requires a highly organised person with excellent communication skills who will provide effective secretarial and administrative support to the Deputy Director of Estates & Facilities. This will include scheduling meetings, diary management, minute taking and maintaining document control systems. A working knowledge of Microsoft Office, including Word, Excel and Outlook is essential.
The post holder will be the point of contact for service users and external stakeholders and must have a high level of tact, diplomacy and confidentiality.
Main duties of the job
We're a large organisation with three hospitals located in Scunthorpe, Grimsby and Goole. We also provide community services in North Lincolnshire. Our 6,500 members of staff care for and support a population of more than 400,000 people.
We encourage all our staff to innovate and adopt 'best practice' so we can deliver excellent care to our patients. We ask staff to live our values; kindness, courage and respect.
We are committed to recruiting the best people to work with us. You could be one of them.
To learn more about Northern Lincolnshire and Goole NHS Foundation Trust, and discover the unique benefits on offer to employees, view our latest videos, plus more, please visit our recruitment website at https://joinnlag.co.uk/
Should we receive a high volume of applications for this vacancy, the advert may be closed earlier than stated. To view a full job description and person specification please see attachments on this advert.
In line with the General Data Protection Regulation (GDPR), the Recruitment & Workforce team will use and hold your personal data for the intended purpose and in line with the Recruitment & Workforce Privacy Statement.
"We are committed to safeguarding the welfare of children/vulnerable adults and expect the same commitment from all staff and volunteers".
Please be aware that all newemployees starting work with us will be charged for the cost of their DBS check, if it is required for their role.
About us
We are committed to creating and maintaining a fair and supportive working environment and culture, where contributions are fully recognised and valued by all and staff feel empowered to carry out their duties to the best of their abilities. As employers we are committed to promoting and protecting the physical and mental health and well-being of all our staff. This underpins our values as set out in the NHS Constitution, supports us to be an Employer of Choice and ultimately enables our employees to support the effective care of our patients.
We strongly value the different perspectives and ideas a diverse workforce brings to deliver better outcomes for our patients. We welcome applications irrespective of people's age, disability, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances.
Job description
Job responsibilities
- To provide a comprehensive secretarial and administration service to the Deputy Director.
- Responsible for the co-ordination and management of electronic diaries for the management teams, including resolving conflicting appointments and proactively arranging appointments to utilise time effectively.
- To provide administrative support to specific Estates, Capital & Project This involves preparation of agendas, collation and distribution of supporting meeting papers, maintaining action logs and Sharepoint sites, attending meetings to take minutes and the timely processing and distribution of minutes.
- Maintaining meeting Sharepoint sites.
- Organise and co-ordinate adhoc meetings in accordance with requirements to ensure appropriate rooms, equipment and travel are booked.
- Manage an electronic and paper bring forward system for meeting papers, reminders and deadlines.
- To Support enquiries in relation to Trust ID badges. This consists of registering ID badges on the Trusts electronic databases, ensuring appropriate access is assigned and resolving problems with access in accordance with standard operating procedures.
- To receive and respond appropriately to telephone and email enquiries from the general public, complainants and members of staff from all disciplines within the Trust, ensuring messages are relayed in a polite and helpful manner.
- To interpret data to produce monthly highlight reports, adhering to deadlines.
- To support the management teams in co-ordination of staff management such ESR forms, sickness forms, performance meetings, disciplinary and grievance meetings and consultations etc.
- To facilitate a system of recording annual leave and sickness, ensuring forms are authorised and processed in a timely manner.
- Proactively support the Deputy Director with PADR and mandatory training compliance levels by sending reminders and assisting with booking review meetings and training.
- Use a range of electronic databases and software packages to deliver data entry, data collection and word processing to produce correspondence, reports, presentations, spreadsheets and other project documentation.
- To support the management teams in conjunction with the recruitment HUB and the co-ordination of staff recruitment.
- Manage meeting room booking for the Directorate meeting rooms.
- Assist colleagues in maintaining the management on-call rota, ensuring amendments are processed and disseminated accordingly.
- To provide administrative support on initiatives, projects and schemes within the teams.
- To assist with the booking of travel and accommodation.
- To help develop and maintain the Estates and Capital intranet HUB pages with up to date information.
- Responsible for posting staff bulletins on the intranet HUB homepage relating to Estates, Capital & Project
- Work flexibly as the needs of the service dictate, providing cover for and support colleagues as required.
- Represent the department professionally and in line with customer service standards.
- To manage and prioritise own workload.
- To undertake any other similar duties in line with the key purpose of the job as designated.
Job description
Job responsibilities
- To provide a comprehensive secretarial and administration service to the Deputy Director.
- Responsible for the co-ordination and management of electronic diaries for the management teams, including resolving conflicting appointments and proactively arranging appointments to utilise time effectively.
- To provide administrative support to specific Estates, Capital & Project This involves preparation of agendas, collation and distribution of supporting meeting papers, maintaining action logs and Sharepoint sites, attending meetings to take minutes and the timely processing and distribution of minutes.
- Maintaining meeting Sharepoint sites.
- Organise and co-ordinate adhoc meetings in accordance with requirements to ensure appropriate rooms, equipment and travel are booked.
- Manage an electronic and paper bring forward system for meeting papers, reminders and deadlines.
- To Support enquiries in relation to Trust ID badges. This consists of registering ID badges on the Trusts electronic databases, ensuring appropriate access is assigned and resolving problems with access in accordance with standard operating procedures.
- To receive and respond appropriately to telephone and email enquiries from the general public, complainants and members of staff from all disciplines within the Trust, ensuring messages are relayed in a polite and helpful manner.
- To interpret data to produce monthly highlight reports, adhering to deadlines.
- To support the management teams in co-ordination of staff management such ESR forms, sickness forms, performance meetings, disciplinary and grievance meetings and consultations etc.
- To facilitate a system of recording annual leave and sickness, ensuring forms are authorised and processed in a timely manner.
- Proactively support the Deputy Director with PADR and mandatory training compliance levels by sending reminders and assisting with booking review meetings and training.
- Use a range of electronic databases and software packages to deliver data entry, data collection and word processing to produce correspondence, reports, presentations, spreadsheets and other project documentation.
- To support the management teams in conjunction with the recruitment HUB and the co-ordination of staff recruitment.
- Manage meeting room booking for the Directorate meeting rooms.
- Assist colleagues in maintaining the management on-call rota, ensuring amendments are processed and disseminated accordingly.
- To provide administrative support on initiatives, projects and schemes within the teams.
- To assist with the booking of travel and accommodation.
- To help develop and maintain the Estates and Capital intranet HUB pages with up to date information.
- Responsible for posting staff bulletins on the intranet HUB homepage relating to Estates, Capital & Project
- Work flexibly as the needs of the service dictate, providing cover for and support colleagues as required.
- Represent the department professionally and in line with customer service standards.
- To manage and prioritise own workload.
- To undertake any other similar duties in line with the key purpose of the job as designated.
Person Specification
Education and Qualifications
Essential
- oRSA III or equivalent
- oGood general level of education to GCSE in English and Maths
- oNVQ Level 2 Business Administration or acquired equivalent experience
Desirable
- oNVQ Level 3 in Business Administration or equivalent qualification
- oIT qualifications
Occupational Experience
Essential
- oExperience of working in a busy customer focused office environment
- oExperience of scheduling appointments and diary management
- oMinute taking experience
Desirable
- oExperience of working in the NHS
- oA minimum of 12 months experience in an administrative / secretarial role
Person Specification
Education and Qualifications
Essential
- oRSA III or equivalent
- oGood general level of education to GCSE in English and Maths
- oNVQ Level 2 Business Administration or acquired equivalent experience
Desirable
- oNVQ Level 3 in Business Administration or equivalent qualification
- oIT qualifications
Occupational Experience
Essential
- oExperience of working in a busy customer focused office environment
- oExperience of scheduling appointments and diary management
- oMinute taking experience
Desirable
- oExperience of working in the NHS
- oA minimum of 12 months experience in an administrative / secretarial role
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.
