Job summary
An exciting opportunity has arisen for a reliable, well-organised and highly efficient person for the post of Senior Admin Assistant to work within the Estates Department.
The post holder will work within a team of administrative staff supporting the provision of an efficient secretarial support service to senior managers and estates staff.
- Interview Date 06/03/2024
- 37 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
The post holder must have extensive experience of attending and taking minutes from meetings. Candidates will be required to have excellent communication skills, be able to prioritise workloads effectively with excellent attention to detail and cover admin posts Trust wide as required.
We are looking for someone who is highly motivated with a strong eye for attention to detail. You will be a confident communicator and have good interpersonal/administrative skills and knowledge. It is essential that you enjoy working within a team and have a friendly and professional attitude and a calm and confident manner. You will also have strong IT skills, knowledge of windows based software and confidence in learning and using IT systems.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
- Providing advice within the department using tact or persuasive skills to promote excellent customer liaison at all times to determine the best course of action and maintaining confidences as required
- Communicate effectively verbally, electronically and in writing with a wide range of people on a day-to-day basis and on long-term Estates issues.
- Provide full secretarial support as required including minute taking, filing, photocopying, message taking, and process ordering documentation
- Provide an effective typing service general correspondence, agendas, minutes, reports, emails etc.
Duties will include providing high quality secretarial and administration support, with responsibility for managing multiple diaries, organise meetings and agendas, take minutes and collate information as required.
The role will also involve contact with a wide range of stakeholders both internal and external to the organisation and therefore requires a confident and professional approach. The post holder will need very strong communication skills, an eye for detail and previous secretarial experience.
This is an interesting and fast-paced role and the successful candidate will need to demonstrate an ability to manage conflicting priorities, with a flexible and proactive approach to work. Our ideal candidate will need to have exceptional communication and interpersonal skills and manage complex and influential relationships with key stakeholders.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Job description
Job responsibilities
- Providing advice within the department using tact or persuasive skills to promote excellent customer liaison at all times to determine the best course of action and maintaining confidences as required
- Communicate effectively verbally, electronically and in writing with a wide range of people on a day-to-day basis and on long-term Estates issues.
- Provide full secretarial support as required including minute taking, filing, photocopying, message taking, and process ordering documentation
- Provide an effective typing service general correspondence, agendas, minutes, reports, emails etc.
Duties will include providing high quality secretarial and administration support, with responsibility for managing multiple diaries, organise meetings and agendas, take minutes and collate information as required.
The role will also involve contact with a wide range of stakeholders both internal and external to the organisation and therefore requires a confident and professional approach. The post holder will need very strong communication skills, an eye for detail and previous secretarial experience.
This is an interesting and fast-paced role and the successful candidate will need to demonstrate an ability to manage conflicting priorities, with a flexible and proactive approach to work. Our ideal candidate will need to have exceptional communication and interpersonal skills and manage complex and influential relationships with key stakeholders.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Person Specification
Qualifications & Education
Essential
- oRSA 3 / NVQ 3 or equivalent experience plus. o Comprehensive range of Secretarial procedures. o IT skills to include office software packages.
Knowledge & Experience
Essential
- oPrevious administrative experience
- oIn-depth knowledge of up to date computer systems (Word, Outlook, PowerPoint, Excel etc)
- oExperience of minute taking, preparation of agendas and documentation at a senior level
Desirable
- oExperience of working within the NHS
- oWorking knowledge of the Estates Department
- oPrevious experience in Estates Office environment
Skills & Abilities
Essential
- oExcellent interpersonal and communication skills (electronic, written and verbal)
Person Specification
Qualifications & Education
Essential
- oRSA 3 / NVQ 3 or equivalent experience plus. o Comprehensive range of Secretarial procedures. o IT skills to include office software packages.
Knowledge & Experience
Essential
- oPrevious administrative experience
- oIn-depth knowledge of up to date computer systems (Word, Outlook, PowerPoint, Excel etc)
- oExperience of minute taking, preparation of agendas and documentation at a senior level
Desirable
- oExperience of working within the NHS
- oWorking knowledge of the Estates Department
- oPrevious experience in Estates Office environment
Skills & Abilities
Essential
- oExcellent interpersonal and communication skills (electronic, written and verbal)
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
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).
