Job summary
The postholder will provide high-quality, confidential administrative and secretarial support to the Women's Health Leadership Team on the Luton and Dunstable Hospital site, including diary management and minutes of meetings. The postholder must prioritise workload on a daily and ad-hoc basis, according to the needs of the organisation and must ensure that deadlines are achieved
Main duties of the job
- To provide secretarial support to committees and meetings, including arranging venues / setting up virtual meeting invitations, collating papers, producing minutes and dealing with any relevant papers or correspondence.
- Collating and formatting performance packs, board papers, reports and PowerPoint presentations.
- Effective diary & email management
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology.
Our Values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Job description
Job responsibilities
Job responsibilities
- To ensure that effective communication is maintained and disseminated in a timely manner to the team and across the trust and other organisations using the most appropriate method to a high standard
- To establish and maintain relationships and have the ability to use a wide range of interpersonal skills to undertake the work of the post
- To communicate effectively and work closely with all levels of staff
- To ensure a friendly and non-judgmental approach and to communicate with people in a helpful and professional manner
- To offer support to other colleagues including cover during absences and supporting team members with work as and when required
- Prioritise workload to meet competing demands and unpredictability within the role
- Develop relationships with colleagues in other organisations and members of all committees relating to Women's Health
- To be responsible for gathering information which may require judgment and assessment in situations where there is more than one solution
- To work both within a team and independently, prioritising own workload on a daily basis, ensuring deadlines and timescales are met
- To create, develop and maintain office systems
- To work to deadlines and have good organisational skills
- To assist with the delivery of associated work to a consistently high standard
- To contribute to the development and maintenance of any monitoring systems
- Use advanced and accurate keyboard skills to provide a high standard of inputting of data and word processing
- To deal with enquiries/visitors including senior staff members, Trust Board members and other visiting professionals
- To compose and type letters and other documentation as required
- To order stock and non-stock items as required
- Be responsible for own Mandatory Training requirements
- To undertake any other duties that would be a reasonable expectation of the role
Person Specification Qualifications Essential
- 5 GCSE's or equivalent including English Language and Mathematics
Desirable
- Secretarial qualification.
Experience Essential
- Experience of working in a secretary or personal assistant role for a senior leader.
Desirable
- Knowledge of NHS organisations.
Personal Skills Essential
- IT skills including the use of email, Word, Excel and PowerPoint
- Discrete & confidential manner Friendly and helpful
Job description
Job responsibilities
Job responsibilities
- To ensure that effective communication is maintained and disseminated in a timely manner to the team and across the trust and other organisations using the most appropriate method to a high standard
- To establish and maintain relationships and have the ability to use a wide range of interpersonal skills to undertake the work of the post
- To communicate effectively and work closely with all levels of staff
- To ensure a friendly and non-judgmental approach and to communicate with people in a helpful and professional manner
- To offer support to other colleagues including cover during absences and supporting team members with work as and when required
- Prioritise workload to meet competing demands and unpredictability within the role
- Develop relationships with colleagues in other organisations and members of all committees relating to Women's Health
- To be responsible for gathering information which may require judgment and assessment in situations where there is more than one solution
- To work both within a team and independently, prioritising own workload on a daily basis, ensuring deadlines and timescales are met
- To create, develop and maintain office systems
- To work to deadlines and have good organisational skills
- To assist with the delivery of associated work to a consistently high standard
- To contribute to the development and maintenance of any monitoring systems
- Use advanced and accurate keyboard skills to provide a high standard of inputting of data and word processing
- To deal with enquiries/visitors including senior staff members, Trust Board members and other visiting professionals
- To compose and type letters and other documentation as required
- To order stock and non-stock items as required
- Be responsible for own Mandatory Training requirements
- To undertake any other duties that would be a reasonable expectation of the role
Person Specification Qualifications Essential
- 5 GCSE's or equivalent including English Language and Mathematics
Desirable
- Secretarial qualification.
Experience Essential
- Experience of working in a secretary or personal assistant role for a senior leader.
Desirable
- Knowledge of NHS organisations.
Personal Skills Essential
- IT skills including the use of email, Word, Excel and PowerPoint
- Discrete & confidential manner Friendly and helpful
Person Specification
Qualifications
Essential
- 5 GCSE's or equivalent including English Language and Mathematics
- NVQ level 3 or equivalent (or relevant experience)
- Evidence of thorough knowledge of Microsoft Office.
Desirable
- A level or equivalent in English.
- Secretarial qualification
Experience
Essential
- Experience of working in a secretary or personal assistant role for a senior leaders.
- Evidence accurate typing skills
- Evidence of managing emails and electronic diaries
- Evidence of managing an electronic filing system
- Evidence of preparing electronic presentation materials
- Evidence of managing confidential information
Desirable
- Knowledge of NHS organisations
Skills
Essential
- Advanced keyboard skills
- IT skills including the use of email, Word, Excel and PowerPoint
- Committed to continual personal development
- Ability to prioritise, plan ahead and well organised
Person Specification
Qualifications
Essential
- 5 GCSE's or equivalent including English Language and Mathematics
- NVQ level 3 or equivalent (or relevant experience)
- Evidence of thorough knowledge of Microsoft Office.
Desirable
- A level or equivalent in English.
- Secretarial qualification
Experience
Essential
- Experience of working in a secretary or personal assistant role for a senior leaders.
- Evidence accurate typing skills
- Evidence of managing emails and electronic diaries
- Evidence of managing an electronic filing system
- Evidence of preparing electronic presentation materials
- Evidence of managing confidential information
Desirable
- Knowledge of NHS organisations
Skills
Essential
- Advanced keyboard skills
- IT skills including the use of email, Word, Excel and PowerPoint
- Committed to continual personal development
- Ability to prioritise, plan ahead and well organised
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).
