Job summary
To provide a comprehensive confidential and high quality secretarial and administrative service to the Director and other Executive Directors (as required) by ensuring the Executive Office is efficiently managed at all times and through the ongoing development of optimum office management systems and processes.
Full time: 37.5 hours per week.
Interview date: 12th April 2024
Main duties of the job
- To organise and plan the workload, complex diary and commitments, including all travelling and accommodation arrangements as necessary of the Director, including the scheduling of formal and complex meetings involving internal, external, local and national participants, ensuring deadlines are achieved and that the flow of work is appropriately prioritised in support of the Director delivering required targets and objectives.
- To coordinate between the Director, other Executive Directors and senior managers to enable initiation/production of reports, briefings, board papers and other relevant documentation for meetings. Responsible for production of agendas and required papers, recording and distribution of formal and informal minutes/action notes as appropriate ensuring follow up of actions in a timely manner.
- To provide administrative and secretarial support for complex disciplinary, Serious Incidents, formal investigations and other sensitive meetings. To manage and prioritise all incoming and outgoing correspondence, initiating responses on behalf of the Director where appropriate, at all times demonstrating a high level of discretion and confidentiality while ensuring responses to deadlines are met.
About us
Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff!
The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.
We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity
We can offer you the full range of NHS benefits/discounts and in addition:
- Flexible working hours
- Fast Track Staff Physiotherapy Service
- Multi Faith prayer room
- Discounted gym memberships
- Excellent pension scheme and annual leave entitlement
- Wagestream - access up to 40% of your pay as you earn it
- Free Park & Ride service direct to NNUH site
- Free 24-hours confidential counselling support
- On-site Nursery
- On-site cafes offering staff discounts
- Support in career development
- Flexible staff bank
- Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Job description
Job responsibilities
- To coordinate between the Director, other Executive Directors and senior managers to enable initiation/production of reports, briefings, board papers and other relevant documentation for meetings. Responsible for production of agendas and required papers, recording and distribution of formal and informal minutes/action notes as appropriate ensuring follow up of actions in a timely manner.
- To provide administrative and secretarial support for complex disciplinary, Serious Incidents, formal investigations and other sensitive meetings. To manage and prioritise all incoming and outgoing correspondence, initiating responses on behalf of the Director where appropriate, at all times demonstrating a high level of discretion and confidentiality while ensuring responses to deadlines are met.
- To deal effectively with enquiries, including in person, by telephone, e-mail and written correspondence. To make informed and instantaneous decisions on interception and appropriateness of redirecting calls to other members of staff within the Trust. In the absence of the Director to appropriately re-direct calls and queries that require an urgent response to other senior staff to ensure that these are addressed in a timely manner.
- To sensitively and professionally manage all manner of contact and communication with patients and the public, who may be vulnerable, anxious or angry, and use intuitive and developed persuasive skills to identify when it may be appropriate to redirect the enquirer to the relevant department.
- To optimise use of all media sources and gather information to assist the Director in effectively prioritising their workload to ensure deadlines are met.
- To keep abreast and be aware of relevant current issues/developments in the NHS.
Please see attached Job Description for job specification and main responsibilities.
Job description
Job responsibilities
- To coordinate between the Director, other Executive Directors and senior managers to enable initiation/production of reports, briefings, board papers and other relevant documentation for meetings. Responsible for production of agendas and required papers, recording and distribution of formal and informal minutes/action notes as appropriate ensuring follow up of actions in a timely manner.
- To provide administrative and secretarial support for complex disciplinary, Serious Incidents, formal investigations and other sensitive meetings. To manage and prioritise all incoming and outgoing correspondence, initiating responses on behalf of the Director where appropriate, at all times demonstrating a high level of discretion and confidentiality while ensuring responses to deadlines are met.
- To deal effectively with enquiries, including in person, by telephone, e-mail and written correspondence. To make informed and instantaneous decisions on interception and appropriateness of redirecting calls to other members of staff within the Trust. In the absence of the Director to appropriately re-direct calls and queries that require an urgent response to other senior staff to ensure that these are addressed in a timely manner.
- To sensitively and professionally manage all manner of contact and communication with patients and the public, who may be vulnerable, anxious or angry, and use intuitive and developed persuasive skills to identify when it may be appropriate to redirect the enquirer to the relevant department.
- To optimise use of all media sources and gather information to assist the Director in effectively prioritising their workload to ensure deadlines are met.
- To keep abreast and be aware of relevant current issues/developments in the NHS.
Please see attached Job Description for job specification and main responsibilities.
Person Specification
Application
Essential
- Degree or relevant diploma qualification together with extensive experience of working at senior secretarial/PA level
Experience
Essential
- Experience of managing complex diaries
- Advanced level knowledge of IT systems in particular Microsoft Office software packages
Skills
Essential
- Able to prioritise and plan work in a busy environment and to tight deadlines
- Excellent communication skills including the ability to persuade, motivate and influence others into taking a different course of action
Aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
Person Specification
Application
Essential
- Degree or relevant diploma qualification together with extensive experience of working at senior secretarial/PA level
Experience
Essential
- Experience of managing complex diaries
- Advanced level knowledge of IT systems in particular Microsoft Office software packages
Skills
Essential
- Able to prioritise and plan work in a busy environment and to tight deadlines
- Excellent communication skills including the ability to persuade, motivate and influence others into taking a different course of action
Aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
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).
