University Hospital of North Midlands NHS Trust
Department Support Secretary - 22.5 hours per week
We have a great opportunity for a highly motivated Support Secretary to work in the Endoscopy Department at the University Hospital of North Midlands Trust. Based in the Endoscopy Department, this role can be based predominantly at one site to best suit the successful applicant, but cross-site working will be required on occasion.
This post will support the Endoscopy Department Senior Management Team in ensuring the smooth running of the admin processes for the unit, specifically supporting the coordination and minuting of departmental meetings, supporting the collation of evidence required for the department's JAG accreditation, and assisting the Training Centre Manager with the coordination and facilitation of specialist courses. The post holder will offer support in times of absence to ensure service delivery suffers no disruption. This is an ideal post for someone with secretarial experience looking to work in a small, busy, friendly team.
Main duties of the job
Key tasks include:
1. Liaising with other departments
2. Raising invoices and purchase order requests
3. Organising an electronic diary and managing the Seminar Room bookings
4. Maintaining records
5. Taking minutes at departmental meetings
6. Operating a bring forward system
7. Preparing papers for relevant meetings
8. Typing of letters and correspondence
9. Supporting the collation of evidence required by JAG
10. Supporting the Training Centre Manager with the coordination and facilitation of courses run at UHNM
11. Providing support to the Endoscopy booking team as needed
The applicant must be extremely flexible in their approach to work and be able to work as part of a team to ensure all targets and deadlines are achieved within the department.
About us
University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and are highly regarded for our facilities, teaching, and research. We are the specialist centre for major trauma for the North Midlands and North Wales.
All of our employees make a valuable contribution regardless of role here at UHNM, and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.
UHNM creates and encourages a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return, we ask all of our employees to make a commitment to the values co-created by our staff, patients, and carers, that unite us as a Trust.
At University Hospitals of North Midlands NHS Trust, we know that investing in, supporting, and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.
Job responsibilities
The post holder is required to provide comprehensive secretarial support to the Endoscopy Departmental Senior Management Team (Head of Operations, Clinical Lead, Matron, Lead Nurse for JAG, Unit Managers, and Training Centre Manager). This will involve liaising with other departments, raising invoices and purchase order requests, organising an electronic diary, maintaining records, taking minutes at departmental meetings, operating a bring forward system, preparing papers for relevant meetings, typing of letters and correspondence, supporting the collation of evidence required by JAG, and supporting the Training Centre Manager with the coordination and facilitation of courses run at UHNM.
Person Specification
Essential Qualifications
* Knowledge of Microsoft Office 365 package including Word and Excel
* Good General Education with passes in English and Maths (Grade C or equivalent)
Knowledge, Skills, Training and Experience
* Administration / clerical background
* Transcribing minutes + Audio typing
* Ability to work under pressure when issued with deadlines
* Reliability
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.
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