Job summary
The provision of an efficient, comprehensive and professional secretarial service to QEF Managers. Dealing with first line enquiries from current and prospective customers, external organisations / bodies, service users, managers and staff. Co-ordinating diaries, meetings and travel arrangements.
Main duties of the job
To provide a full range of secretarial services, including typing of correspondence and standard/technical documents as required.
To maintain effective filing systems (paper and electronic), ensuring documentation and correspondence are available at all times.
To scan and photocopy documentation and circulate as required.
To deal with telephone and general enquiries, liaise with Heads of Services, Senior Managers and Administrative Staff.
To effectively manage diaries; arranging appointments, refreshments and travel needs as required.
To prepare agendas, papers and take notes/minutes of meetings.
To open and distribute mail received into the Department.
To work with the Personal Assistant to the Managing Director and assist/provide cover for other secretarial staff during periods of heavy workload/absence.
To order stock/office supplies.
To assist with any other appropriate secretarial tasks when required.
Inputting all fuel receipt data onto an Excel spreadsheet for both Gateshead and Morley
Filing
Inputting monthly fuel data into Excel for all departments
Processing Cardea requests
About us
QE Facilities (QEF) is a wholly owned subsidiary company of Gateshead Health NHS Foundation Trust (GHNT), based in the North East of England.
We provide a range of non- clinical services to GHNT and other NHS organisations. Our services include: estates, facilities services, procurement, medical engineering and devices, endoscopy decontamination and sterile services, transport, out-patient pharmacy, and prevention & management of violence & aggression training (PMVA).
In addition we provide consultancy services, advising clients on all aspects of establishing a subsidiary company within an NHS body to the provision of VAT compliance advice.
QE Facilities work to their own Terms and Conditions and these are not the same as Gateshead Health NHS Foundation Trust Terms and Conditions. This is not an Agenda for Change Pay Rate.
We do not hold a sponsorship licence and are unable to offer employment under any sponsorship arrangement.
Previous applicants need not apply.
Job description
Job responsibilities
Exercises judgement when dealing with enquiries, analyses information to resolve problems e.g. on appointments, diary commitments. Plan and organise straightforward activities, e.g. arranges meetings; manages diaries. Follows policies / procedures / protocols. Manages own workload.
Office based, using PC / VDU / software packages, keyboard work. Responsible for photocopiers / general office equipment. Maintains office supplies & stationary.
As part of the general office staff, acts as receptionist, welcoming visitors, customers, suppliers, contractors to the Head Office.
Job description
Job responsibilities
Exercises judgement when dealing with enquiries, analyses information to resolve problems e.g. on appointments, diary commitments. Plan and organise straightforward activities, e.g. arranges meetings; manages diaries. Follows policies / procedures / protocols. Manages own workload.
Office based, using PC / VDU / software packages, keyboard work. Responsible for photocopiers / general office equipment. Maintains office supplies & stationary.
As part of the general office staff, acts as receptionist, welcoming visitors, customers, suppliers, contractors to the Head Office.
Person Specification
Knowledge
Essential
- Proficient in the use of Microsoft Windows packages.
- Ability to communicate effectively and professionally with members of staff, client organisations and the public
- Organisational & Planning Skills.
- Photocopying/Scanning
- Ability to work effectively without close supervision.
- Customer service
Experience
Essential
- Previous secretarial experience.
- Diary management.
Qualifications
Essential
- Education to GCSE level or equivalent.
Person Specification
Knowledge
Essential
- Proficient in the use of Microsoft Windows packages.
- Ability to communicate effectively and professionally with members of staff, client organisations and the public
- Organisational & Planning Skills.
- Photocopying/Scanning
- Ability to work effectively without close supervision.
- Customer service
Experience
Essential
- Previous secretarial experience.
- Diary management.
Qualifications
Essential
- Education to GCSE level or equivalent.
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).
