Job summary
We are seeking a keen and enthusiastic person to provide strong secretarial, organisational, administrative and business support within our key Estates & Facilities Department, supporting the Executive Director & Associate Director.
The successful candidate will have a secretarial background with proficient computer skills, excellent minute taking and line management experience. Key skills required are strong verbal and written communication, excellent eye for detail, good time management and an ability to work within a complex environment with demanding workloads and competing priorities.
Main duties of the job
Supervise administrative staff, delegate tasks, monitor performance, and provide training. Conduct appraisals and address performance issues, fostering professional growth within the team
Using judgement when prioritising mail, managing multiple complex diaries and resolving day to day issues
Researching subjects for Executive Director and Associate Director, using sources from inside and outside of the NHS, as appropriate. Analysing, summarising and presenting the information, which may be complex, in a format that meets their requirements
Taking formal and informal minutes directly for the Director and Associate Director, capturing key points of discussion and managing follow-up actions in a timely manner and to deadlines. Following up on all actions as necessary
Administrating meetings, working groups in all Estates & Facilities disciplines and distributing papers and agendas in a timely manner
Adapt to both predictable routines and unexpected challenges, prioritising effectively to address urgent staff-related issues that arise, ensuring seamless support for Executive Directors
Responding to correspondence in an appropriate manner, drafting replies on behalf of team members as required
About us
Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.
We specialise in conditions of the eyes (corneoplastics), hands, head and neck cancer and skin cancer, reconstructive breast surgery, maxillofacial surgery and prosthetics, providing regional and national services in these areas of clinical expertise.Our world-leading clinical teams also treat more common conditions of the eyes, hands, skin, and teeth for the people of East Grinstead and the surrounding areas. In addition, QVH provides a minor injuries unit, expert therapies, a sleep service, and a growing portfolio of community-based services.Patients consistently rate QVH amongst the top hospitals in the country for quality of care.
Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.
Job description
Job responsibilities
Collating reports, gathering and formatting information from a number of sources
To work collaboratively with other secretaries and administration assistants to promote effective management of priorities and workflow
Provide cover for other secretaries and assistants in times of annual leave and sickness absence
Train new members of staff in systems, contractor procedures and suppliers within the estates team and within executive directors area of business
Undertake surveys where necessary to obtain information for specific projects related to area of responsibility and manipulating the data
Support internal and external audit teams, e.g. HSE, CQC, PAM, ERIC by providing information and files where appropriate
Work autonomously acting on own initiative to prioritise tasks
Handle information of a highly confidential, sensitive or contentious nature either in an appropriate manner
Publish and update accurate information on the Trusts Intranet and website as required in accordance with the relevant Estates policies in collaboration with Responsible Person, Authorised Person in the appropriate discipline
Proactive in proposing improvements to administrative procedures within the Estates & Facilities team and within Executive Director and Associate Directors areas of business implementing changes, involving or advising other members of staff as appropriate
Maintain core communication databases and contact lists including external contractors
Establish and maintain electronic filing systems for the prompt retrieval of information
Maintain absence records for Estates & Facilities employees
Maintain appraisal and training records on behalf of Directors, prompting where action must be taken
To undertake any other reasonable duties, responsibilities or projects commensurate with this role as required
Job description
Job responsibilities
Collating reports, gathering and formatting information from a number of sources
To work collaboratively with other secretaries and administration assistants to promote effective management of priorities and workflow
Provide cover for other secretaries and assistants in times of annual leave and sickness absence
Train new members of staff in systems, contractor procedures and suppliers within the estates team and within executive directors area of business
Undertake surveys where necessary to obtain information for specific projects related to area of responsibility and manipulating the data
Support internal and external audit teams, e.g. HSE, CQC, PAM, ERIC by providing information and files where appropriate
Work autonomously acting on own initiative to prioritise tasks
Handle information of a highly confidential, sensitive or contentious nature either in an appropriate manner
Publish and update accurate information on the Trusts Intranet and website as required in accordance with the relevant Estates policies in collaboration with Responsible Person, Authorised Person in the appropriate discipline
Proactive in proposing improvements to administrative procedures within the Estates & Facilities team and within Executive Director and Associate Directors areas of business implementing changes, involving or advising other members of staff as appropriate
Maintain core communication databases and contact lists including external contractors
Establish and maintain electronic filing systems for the prompt retrieval of information
Maintain absence records for Estates & Facilities employees
Maintain appraisal and training records on behalf of Directors, prompting where action must be taken
To undertake any other reasonable duties, responsibilities or projects commensurate with this role as required
Person Specification
Qualifications
Essential
- Honours degree or vocational qualification level 6 in secretarial or business administration field or able to demonstrate knowledge within this field through practical experience or training
Desirable
- Executive / Personal Assistant Diploma
Experience
Essential
- Significant admin experience including diary management and minute taking to a high standard
Desirable
- Experience of working at a senior level for senior staff such as a Director or group of directors
Person Specification
Qualifications
Essential
- Honours degree or vocational qualification level 6 in secretarial or business administration field or able to demonstrate knowledge within this field through practical experience or training
Desirable
- Executive / Personal Assistant Diploma
Experience
Essential
- Significant admin experience including diary management and minute taking to a high standard
Desirable
- Experience of working at a senior level for senior staff such as a Director or group of directors
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).
