Job summary
This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust
We have an exciting opportunity for a Band 3 Support Secretary in
the Executive Suite at Worcestershire Royal Hospital.
We are looking for an individual who is organised, keen to
learn, has basic knowledge of secretarial/administration tasks, is able to work
independently and on their own initiative, prioritise their workload, and who
works well as part of a team.
The successful candidate will be supported by our friendly
Executive Assistant team to learn the role, develop their skills and learn new
ones! Recent experience in an NHS or administrative role is desirable. If you'd like to learn more information about this role please contact Lisa Wilkes on 01905 733960 or lisa.wilkes1@nhs.net
Main duties of the job
The postholder will be responsible
for providing an efficient administrative service to support the Executive Assistants and Executive Directors.
Duties of the role include diary
management (electronically),
telephone enquiries, reception cover, managing and distributing incoming post,and other such clerical duties within the department.
The post holder should be reliable and have
a flexible, proactive and professional approach to ensure the smooth running of the
Executive Suite is maintained.
About us
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
DBS Checks and Costs
Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.
Job description
Job responsibilities
Job Purpose: To be responsible
for providing an efficient administrative service to support the Executive Assistants within the Executive Suite.
Key Duties:
-
To assist with the day-to-day running
of Executive Directors
diaries as and when required.
- Provide additional support to
the Executive Directors, Deputies and their EAs, undertaking duties as required to enable the smooth running of the office.
- To be the first point of
contact for telephone and face to face enquiries and act on them as
appropriate, accurately recording messages and enquiries and ensuring onward
transmission if necessary.
-
Maintain the post log within the Executive Office,
ensuring that all incoming post is distributed to the relevant individuals, and
drafting correspondence where appropriate.
-
To collate the whereabouts of the Executives on a monthly
basis.
-
To
take notes and actions at meetings where requested. To
include the use of Copilot to transcribe meeting notes and action logs.
- To build and maintain
good working relationships with Non-Executive Directors
and Executive Directors.
-
To manage room bookings
and catering for meetings as and when required
-
Use the Trusts Procurement
system to ensure stock levels of stationery remain adequate and raising other
Purchase Orders when required.
-
To support the Executive team
in ensuring the efficient and timely execution of matters associated with the
Trust Board.
-
To book all rooms and refreshments for Trust Board and subcommittee meetings.
-
Liaise with the Communications Team on the update of the Trust
Board web pages.
-
To undertake such other duties as required by Line Manager.
-
To support the correct
receipt and handling of tenders when required.
-
To assist with the management of any internal/external events.
Job description
Job responsibilities
Job Purpose: To be responsible
for providing an efficient administrative service to support the Executive Assistants within the Executive Suite.
Key Duties:
-
To assist with the day-to-day running
of Executive Directors
diaries as and when required.
- Provide additional support to
the Executive Directors, Deputies and their EAs, undertaking duties as required to enable the smooth running of the office.
- To be the first point of
contact for telephone and face to face enquiries and act on them as
appropriate, accurately recording messages and enquiries and ensuring onward
transmission if necessary.
-
Maintain the post log within the Executive Office,
ensuring that all incoming post is distributed to the relevant individuals, and
drafting correspondence where appropriate.
-
To collate the whereabouts of the Executives on a monthly
basis.
-
To
take notes and actions at meetings where requested. To
include the use of Copilot to transcribe meeting notes and action logs.
- To build and maintain
good working relationships with Non-Executive Directors
and Executive Directors.
-
To manage room bookings
and catering for meetings as and when required
-
Use the Trusts Procurement
system to ensure stock levels of stationery remain adequate and raising other
Purchase Orders when required.
-
To support the Executive team
in ensuring the efficient and timely execution of matters associated with the
Trust Board.
-
To book all rooms and refreshments for Trust Board and subcommittee meetings.
-
Liaise with the Communications Team on the update of the Trust
Board web pages.
-
To undertake such other duties as required by Line Manager.
-
To support the correct
receipt and handling of tenders when required.
-
To assist with the management of any internal/external events.
Person Specification
Knowledge/Skills
Essential
- - Able to manage conflicting priorities, organising workload effectively and meet deadlines.
- - Able to work on own initiative
- - Working knowledge of Microsoft Office
- - Good telephone skills
- - Good written and verbal communication skills at all levels
Desirable
- - Knowledge of NHS systems
- - Knowledge of good Health & Safety Practices
Qualifications
Essential
- - GCSEs at Grade C or above in Maths and English, or equivalent
- - Educated to Level 3 or above
Internal Job Vacancy
Essential
- This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Could you please confirm below that you work at Worcestershire Acute Hospitals NHS Trust.
Experience
Essential
- - Recent, relevant experience in an Administrative/Secretarial/ Reception Role
- - Knowledge of office procedures
- - Previous experience of preparing agendas and papers
- - Experience of electronic diaries
Desirable
- - Previous, relevant NHS experience
Person Specification
Knowledge/Skills
Essential
- - Able to manage conflicting priorities, organising workload effectively and meet deadlines.
- - Able to work on own initiative
- - Working knowledge of Microsoft Office
- - Good telephone skills
- - Good written and verbal communication skills at all levels
Desirable
- - Knowledge of NHS systems
- - Knowledge of good Health & Safety Practices
Qualifications
Essential
- - GCSEs at Grade C or above in Maths and English, or equivalent
- - Educated to Level 3 or above
Internal Job Vacancy
Essential
- This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Could you please confirm below that you work at Worcestershire Acute Hospitals NHS Trust.
Experience
Essential
- - Recent, relevant experience in an Administrative/Secretarial/ Reception Role
- - Knowledge of office procedures
- - Previous experience of preparing agendas and papers
- - Experience of electronic diaries
Desirable
- - Previous, relevant NHS experience
