Job summary
The
role will be to provide a full range of confidential administrative support,
working alongside the EA to the Chairman and CEO, mainly supporting the work
requirments of the Chairman but also providing
support to the wider team depending on workload. For anyone new to the
NHS, but looking to make this a new career choice, should hopefully find the
role interesting and fulfilling, as we deal with a wide range of stakeholders
both internal and external.
Main duties of the job
Provide administratvie support
Handling their own emails
Assisting with the management of
diaries for the Chairman & CEO, which are two of the busiest diaries to
manage
Assisting the EA with her
workload
Handling telephone enquiries both
internal and external
Working with word, excel and
powerpoint
Facilitating meetings and minute
taking
Amongst other things that come up during each
day - this list is no exaustive
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary, If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post.
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
To provide a full range of confidential administrative
support, working with minimal supervision
To organise meetings, including arranging venues where
needed, preparing agendas, collating and issuing papers, and attending for
taking and production of minutes, as required / composing minutes that have
been recorded via teams
To be a point of contact for staff, patients and others
within and outside the organisation, responding to external and internal
telephone enquiries, taking appropriate and timely action required
To undertake typing and distribution of confidential
correspondence within Trust or department timescales
To receive and respond to internal and external
correspondence, taking appropriate and timely action as required, in accordance
with Trust and/or departmental standards and processes
To manage electronic diaries, as required
To prioritise own workload to meet the needs of the
Directors and Support Team and ensure all deadlines are met
Update and maintain internal and external distribution lists
for the Executive Support Team
Distribution of information to teams in County Durham and
Darlington NHS Foundation Trust
May require some cross site working as the Trust
is expansive
Job description
Job responsibilities
To provide a full range of confidential administrative
support, working with minimal supervision
To organise meetings, including arranging venues where
needed, preparing agendas, collating and issuing papers, and attending for
taking and production of minutes, as required / composing minutes that have
been recorded via teams
To be a point of contact for staff, patients and others
within and outside the organisation, responding to external and internal
telephone enquiries, taking appropriate and timely action required
To undertake typing and distribution of confidential
correspondence within Trust or department timescales
To receive and respond to internal and external
correspondence, taking appropriate and timely action as required, in accordance
with Trust and/or departmental standards and processes
To manage electronic diaries, as required
To prioritise own workload to meet the needs of the
Directors and Support Team and ensure all deadlines are met
Update and maintain internal and external distribution lists
for the Executive Support Team
Distribution of information to teams in County Durham and
Darlington NHS Foundation Trust
May require some cross site working as the Trust
is expansive
Person Specification
Special Skills and Knowledge
Essential
- Knowledge of computer packages i.e Word, Outlook, Teams, Excel and Powerpoint.
- IT Skills.
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Ability to use disrection.
- Good interpersonal skills.
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence.
- The ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professsionals and members of the public.
- Able to use own initiative to resolve routine queries.
- Able to work with minimal supervision following set procedures.
- Ability to organise and prioritise own workload.
- Ability to work as a member of a team.
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
Qualifications
Essential
- Good standard of education - minimum of 3 GSCEs at C Grade or above.
- NVQ Level 3 in Business Administration or equivalent knowledge/experience.
Desirable
- Keyboard / typing qualification.
Experience
Essential
- Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging environment.
- Demonstrate experience of using microsoft word.
- Experience in planning and organising meetings and taking notes.
- Experience of providing secretarial/administrative support to a team.
Desirable
- Experience of working within an NHS environment.
Person Specification
Special Skills and Knowledge
Essential
- Knowledge of computer packages i.e Word, Outlook, Teams, Excel and Powerpoint.
- IT Skills.
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Ability to use disrection.
- Good interpersonal skills.
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence.
- The ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professsionals and members of the public.
- Able to use own initiative to resolve routine queries.
- Able to work with minimal supervision following set procedures.
- Ability to organise and prioritise own workload.
- Ability to work as a member of a team.
Special Requirements
Essential
- Ability to travel independently across the County to fulfil the requirements of the post.
Qualifications
Essential
- Good standard of education - minimum of 3 GSCEs at C Grade or above.
- NVQ Level 3 in Business Administration or equivalent knowledge/experience.
Desirable
- Keyboard / typing qualification.
Experience
Essential
- Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging environment.
- Demonstrate experience of using microsoft word.
- Experience in planning and organising meetings and taking notes.
- Experience of providing secretarial/administrative support to a team.
Desirable
- Experience of working within an NHS environment.
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.
