Job summary
Priority consideration will be given to applicants from theHampshire & Isle of Wight NHS system, namely:
University Hospitals Southampton NHS Trust, Portsmouth Hospital University NHS Trust, Isle of Wight NHS Trust, Hampshire Hospitals NHS Trust, NHS Hampshire and Isle of Wight Integrated Care Board, Hampshire and the Isle of Wight Healthcare.
To provide a comprehensive and efficient secretarial and administration service to the Senior Team including supporting key areas of work and being the main point of contact for all queries.
To assist the Senior Team with day-to-day admin tasks. To work with little supervision, prioritise on a daily basis ensuring the smooth operation of the office area and office systems. The role also requires handling comprehensive and sensitive information/correspondence, document management and arranging complex meetings.
To work as a member of a team of Administrators and Support Officers in a flexible and co-operative way, in particular providing support for the other administrators and the wider director team at times of pressure and absence.
Main duties of the job
To assist with co-ordinating of diaries for the Senior Team, this includes arranging complex meetings on a daily basis.
To exercise judgment and discretion in the daily handling, monitoring and organisation of all appointments/meetings.
To cover incoming telephone / MS Teams calls, general enquiries and take messages as required.
To manage incoming and outgoing highly complex and highly sensitive correspondence as instructed that urgent matters are dealt with accordingly and passing on more complex queries as appropriate.
To deal effectively with and re-direct information to and from others as appropriate.
Responsible for agreed bring forward systems which ensures relevant documentation for meetings is available in the agreed timescales.
About us
We offer excellent employment opportunities to new and existing staff. We aim to be a model employer by embedding best HR practice and to support new ways of working.
We pride ourselves on offering good working conditions, job security, lifelong learning, fair pay and benefits, staff involvement and a balance between work and personal life.
We enjoy a forward thinking and innovative culture and our vision is to have healthy people, living healthy lives in healthy communities. We understand the only way to deliver this is to have the right people with the right skills.
Here is a summary of some of the benefits and services which are on offer to staff:
27 days paid minimum holiday and bank holiday entitlement
NHS pension scheme
Sick pay policy
Occupational health services including staff counselling services
Flexible working and family friendly policies
Flexible retirement and retirement vouchers
Health Service Discounts - offers for stores, travel, equipment etc.
Successful candidates will be subject to a six-month probationary period.
Job description
Job responsibilities
Manage and prioritise own workload using own judgement to make decisions on a daily basis dealing with issues as they arise.
To be able to work independently, setting, and prioritising own work within own set timescales for the day, seeking advice and support as necessary.
To take responsibility for the handling of highly sensitive and highly confidential information.
On a day-to-day basis, maintain a current and efficient filing system and to be responsible for administration of clerical and general office duties including printing, scanning and photocopying.
To assist with providing IT and estates support and guidance to the team as required. Liaise with the IT help desk, reporting any faults, arranging service call/repairs.
To assist with producing standard and complex letters, spreadsheets, and presentation materials.
Design and produce forms, posters and circulars using computer graphics (Microsoft programmes) as required.
To support with projects as instructed.
To set up and support the Senior Team at workshops.
To arrange, when requested, meetings, conferences, training courses and events including the process of room bookings, catering needs, communication of times and venues to participants in these events and producing agendas and minutes.
To organise travel arrangements when necessary for the team.
To maintain where required, other activity, data and supervision registers information.
Develop effective working relationships within the organisation and with external stakeholders.
To assist and provide cover during busy periods, sickness absence and annual leave.
Job description
Job responsibilities
Manage and prioritise own workload using own judgement to make decisions on a daily basis dealing with issues as they arise.
To be able to work independently, setting, and prioritising own work within own set timescales for the day, seeking advice and support as necessary.
To take responsibility for the handling of highly sensitive and highly confidential information.
On a day-to-day basis, maintain a current and efficient filing system and to be responsible for administration of clerical and general office duties including printing, scanning and photocopying.
To assist with providing IT and estates support and guidance to the team as required. Liaise with the IT help desk, reporting any faults, arranging service call/repairs.
To assist with producing standard and complex letters, spreadsheets, and presentation materials.
Design and produce forms, posters and circulars using computer graphics (Microsoft programmes) as required.
To support with projects as instructed.
To set up and support the Senior Team at workshops.
To arrange, when requested, meetings, conferences, training courses and events including the process of room bookings, catering needs, communication of times and venues to participants in these events and producing agendas and minutes.
To organise travel arrangements when necessary for the team.
To maintain where required, other activity, data and supervision registers information.
Develop effective working relationships within the organisation and with external stakeholders.
To assist and provide cover during busy periods, sickness absence and annual leave.
Person Specification
Knowledge, Training and Experience
Essential
- Educated to GCSE/O level grade C in English or equivalent.
- NVQ 3 in Business Administration/Management or equivalent experience.
- Experience of working in a changing environment.
- Experience of typing and formatting of documents.
- Experience or preparing agendas and taking minutes/notes.
- Experience in complex diary management/ planning and organising complex meetings.
Desirable
- Previous experience of the NHS.
Skills and Attributes
Essential
- Ability to work as part of a close-knit team.
- Effective communication skills - verbal and written.
- Have a professional telephone manner.
Planning and Organisational
Essential
- Ability to act on own initiative without supervision.
- Ability to organise and prioritise work whilst being flexible and adaptable in order to meet competing priorities.
Person Specification
Knowledge, Training and Experience
Essential
- Educated to GCSE/O level grade C in English or equivalent.
- NVQ 3 in Business Administration/Management or equivalent experience.
- Experience of working in a changing environment.
- Experience of typing and formatting of documents.
- Experience or preparing agendas and taking minutes/notes.
- Experience in complex diary management/ planning and organising complex meetings.
Desirable
- Previous experience of the NHS.
Skills and Attributes
Essential
- Ability to work as part of a close-knit team.
- Effective communication skills - verbal and written.
- Have a professional telephone manner.
Planning and Organisational
Essential
- Ability to act on own initiative without supervision.
- Ability to organise and prioritise work whilst being flexible and adaptable in order to meet competing priorities.
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.