Job summary
Are you
interested in a career in the NHS? Do you have strong administrative and
organisation skills looking to join a supportive Team? If yes, we would love to
meet you!
The ideal candidate for this role will be
motivated, proactive, and approachable.
Able to work as part of an innovative, caring, and empowering Team
providing a high level of administrative support alongside the Executive
Support Team of the Trust.
You should have experience working in a fast-paced
office environment and be able to adapt to conflicting priorities and
demands. You will have substantial
administrative experience, excellent communication and people skills, as well
as strong organisational skills. It is important to be flexible and able to use your own initiative in resolving
problems. You must be proficient in diary management, have minute taking experience
and be able to manage several email inboxes. You will provide dedicated support to the Executive Support
Team as well as the wider Corporate Governance Team to support business
functions.
You will be able
to work on your own initiative but also as part of the Team working closely
together to achieve daily tasks and goals whilst supporting each other with
kindness and respect. We are an
innovative team who strive to provide an excellent service to the Executive
Team collaboratively. In return,
our Team will offer a friendly, kind and supportive environment to learn and
work, as well as supporting your career development and aspirations.
Main duties of the job
The post holder will provide
comprehensive administrative support to the Executive Support Office, including
managing the administrative process for all Executive level meetings.
The post holder will need to
manage their own workload whilst working to defined policies and procedures
within conflicting timescales. They must be a well organised individual and be
able to forward plan. Good communication skills are essential with the ability
to negotiate timescales.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
Take full ownership of the administrative
processes of Executive level meetings, and equivalent. This will include:
Arranging meetings
Drafting agendas from the Executive work plans,
matters arising and any other sources
Ensuring draft agendas are agreed by the
Executive Directors and meeting Chair
Chasing papers and negotiating timescales when
necessary
Chasing papers and negotiating timescales when
necessary
Formatting of meeting papers
Collation and timely distribution of papers
Supporting the Executive Support Office to
ensure all relevant documents are completed post meeting
Liaise with Executive Director leads when
necessary
Dealing with queries from both internal and
external colleagues.
Take responsibility and ownership of shared
inboxes, managing all correspondence from key members and attendees
Minute taking as and when required
Dealing with enquiries from both internal and
external sources, liaising with staff of all levels by a variety of means
including face to face, phone calls and emails in a professional and helpful
manner, communicating relevant information to stakeholders
Post holder must have a good level of keyboard
skills and able to use Microsoft Office programmes including Outlook, Word, Excel
and Teams
Able to work on own initiative,
prioritising work, within defined policies and procedures to set
timescales
Have a flexible and adaptable approach to their
work in order to meet various deadlines
Responsible for diary management, organising
meetings for the department and planning any administrative work as required
Support with arranging Executive Away Days, Time
Outs and any other off-site activities
Demonstrate office systems and department
requirements to new starters on request
Cover for the Corporate Governance Administrator
in periods of absence
Inputting into, monitoring and printing reports
from computerised systems
Undertake Research and Development as directed
The job description and person specification are
an outline of the tasks, responsibilities and outcomes required of the
role. The job holder will carry out any
other duties as may reasonably be required by their line manager.
Job description
Job responsibilities
Take full ownership of the administrative
processes of Executive level meetings, and equivalent. This will include:
Arranging meetings
Drafting agendas from the Executive work plans,
matters arising and any other sources
Ensuring draft agendas are agreed by the
Executive Directors and meeting Chair
Chasing papers and negotiating timescales when
necessary
Chasing papers and negotiating timescales when
necessary
Formatting of meeting papers
Collation and timely distribution of papers
Supporting the Executive Support Office to
ensure all relevant documents are completed post meeting
Liaise with Executive Director leads when
necessary
Dealing with queries from both internal and
external colleagues.
Take responsibility and ownership of shared
inboxes, managing all correspondence from key members and attendees
Minute taking as and when required
Dealing with enquiries from both internal and
external sources, liaising with staff of all levels by a variety of means
including face to face, phone calls and emails in a professional and helpful
manner, communicating relevant information to stakeholders
Post holder must have a good level of keyboard
skills and able to use Microsoft Office programmes including Outlook, Word, Excel
and Teams
Able to work on own initiative,
prioritising work, within defined policies and procedures to set
timescales
Have a flexible and adaptable approach to their
work in order to meet various deadlines
Responsible for diary management, organising
meetings for the department and planning any administrative work as required
Support with arranging Executive Away Days, Time
Outs and any other off-site activities
Demonstrate office systems and department
requirements to new starters on request
Cover for the Corporate Governance Administrator
in periods of absence
Inputting into, monitoring and printing reports
from computerised systems
Undertake Research and Development as directed
The job description and person specification are
an outline of the tasks, responsibilities and outcomes required of the
role. The job holder will carry out any
other duties as may reasonably be required by their line manager.
Person Specification
Qualifications
Essential
- Level 2 Administration qualification or relevant experience.
- English Language GCSE Grade 3-9, A-D.
- Maths GCSE Grade 3-9, A-D or equivalent.
Experience
Essential
- Full understanding of what an administrative role entails.
- IT systems including Microsoft Outlook.
- Prioritise tasks.
- Develop and maintain positive working relationships.
- Proven ability to prioritise and work efficiently.
- Proven ability to problem solve and work on own initiative.
Desirable
- Experience liaising with Very Senior Managers/Directors.
- Minute taking.
- Good organisational skills.
Person Specification
Qualifications
Essential
- Level 2 Administration qualification or relevant experience.
- English Language GCSE Grade 3-9, A-D.
- Maths GCSE Grade 3-9, A-D or equivalent.
Experience
Essential
- Full understanding of what an administrative role entails.
- IT systems including Microsoft Outlook.
- Prioritise tasks.
- Develop and maintain positive working relationships.
- Proven ability to prioritise and work efficiently.
- Proven ability to problem solve and work on own initiative.
Desirable
- Experience liaising with Very Senior Managers/Directors.
- Minute taking.
- Good organisational skills.
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).
