Main area Administration Grade Band 3 Contract Fixed term: 12 months (Part time hours 22.5 per week - Contracted core hours Monday - Sunday 8am - 8pm (core hours Monday - Friday 9am - 5pm) working across both Royal Stoke and County site.) Hours Part time - 22.5 hours per week (Days and hours per day to be discussed) Job ref 205-6925213-A
Employer University Hospitals of North Midlands NHS Trust Employer type NHS Site Royal Stoke and County site Town Stoke-on-Trent Salary £24,071 - £25,674 pro - rata Salary period Yearly Closing 27/04/2025 23:59
Directorate Support Secretary
Band 3
Job overview
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 at the University Hospital of North Midlands, 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 departments JAG accreditation and supporting the Training Centre Manager with the coordination and facilitation of specialist courses.
The post holder will offer support in times of absence in order 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:
* liaising with other departments
* raising invoices and purchase order requests
* organising an electronic diary and managing the Seminar Room bookings
* 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
* supporting the Training Centre Manager with the coordination and facilitation of courses run at UHNM
* providing support to the Endoscopy booking team as needed
The applicant must be extremely flexible both in their approach to work and be able to work as part of a team working towards ensuring all targets and deadlines are achieved within the department.
Working for our organisation
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 we're 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 create and encourage 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, and 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.
Detailed job description and main responsibilities
The post holder is required to provide a 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
* Ability to work under pressure when issued with deadlines
* Reliability
Important information about your application
* All correspondence will be sent to you via the email address you applied from. Please ensure you check your emails regularly.
* References - please ensure you provide email addresses for all referees for the last three years of employment.
* We are committed to equality of opportunity and welcome applications from everyone regardless of ethnicity, disability, gender, age, faith or sexual orientation. Appointment will be based on merit alone.
* Flexible working will be considered in line with Trust policies.
* New recruits are required to pay for their Disclosure and Barring Service check (and admin fee) prior to starting if the role requires a DBS check.
University Hospitals of North Midlands NHS Trust (UHNM) has been awarded the Gold Award for proudly supporting those who serve. We actively encourage applications from the Armed Forces community.
We will communicate with you regarding your job application via email. Please be aware that we cannot guarantee the security of any emails sent/received via non-encrypted format.
If you would like support completing an application form, please contact the recruitment department on 01782 675533 where one of our trained assistants will be able to help.
At UHNM we are fortunate to receive a high volume of applications for many of our roles, on this occasion we would reserve the right to close any advert early, therefore please apply without delay!
If you obtained your qualifications overseas, you will be required to provide an official government translation through ECCTIS (formerly known as NARIC). Please note, this is in addition to any professional registration requirements and not a replacement for your qualifications.
If you are currently in the UK on a visa, you must have at least six months remaining on your visa at the time of application to ensure sufficient time for the recruitment and training process associated with the role. The requirement of at least six months remaining on your visa does not apply to a Skilled Worker Visa, as a new Skilled Worker Visa would be required for a new role.
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