Job summary To provide an efficient, effective, confidential secretarial/administration service. This role requires an experienced professional secretary who has a flexible approach to work and the ability to prioritise and work on their own initiative. Main duties of the job Provide an efficient secretarial/administration/ support service. Produce high quality reports within agreed deadlines, as required. To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member. Facilitate meetings/sickness meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking. To be able to work flexibly and provide cover which may include the requirement to travel to different sites. To collect and maintain accurate team information with regards to training undertaken, PAD's, Clinical Supervision and any other database. Booking courses, accommodation, and travel requests, as and when required. To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately. Responsible for ensuring that accurate work is completed within the time limits and standards set. To work effectively both independently and as a team member. Responsible for own Mandatory Training requirements. To undertake any other duties that would be a reasonable expectation of the role. About us TeamNottsHC comprises over 11,000 dedicated colleagues who MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons. We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health. We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity. The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team. The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment Date posted 10 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum (pro rata for part time) Contract Fixed term Duration 12 months Working pattern Part-time Reference number 186-159-25-MH Job locations Sherwood Oaks Hospital Sherwood Avenue Mansfield NG18 4GW Job description Job responsibilities Typing/Word processing qualification to RSA/OCR III standard or equivalent level of experience Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience Be proficient in the use of IT systems including Microsoft Office Excel, Outlook, Word, Database & internal systems including Patient and staff Information systems Good general education including English Language and Maths to GCSE or equivalent Accurate minute taking skills Ability to meet deadlines Ability to work on own initiative Excellent organisational skills Team player Understanding of data protection and maintaining strict confidentiality Excellent communication skills Experience of working in a customer-facing role Experience of working in a busy environment Please note that this post does not meet the pay level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa. Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa Job description Job responsibilities Typing/Word processing qualification to RSA/OCR III standard or equivalent level of experience Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience Be proficient in the use of IT systems including Microsoft Office Excel, Outlook, Word, Database & internal systems including Patient and staff Information systems Good general education including English Language and Maths to GCSE or equivalent Accurate minute taking skills Ability to meet deadlines Ability to work on own initiative Excellent organisational skills Team player Understanding of data protection and maintaining strict confidentiality Excellent communication skills Experience of working in a customer-facing role Experience of working in a busy environment Please note that this post does not meet the pay level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa. Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa Person Specification Qualifications/ Training Essential Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience Desirable ECDL Experience Essential Microsoft Office i.e Database, Excel, Word, Powerpoint Minute taking Scheduling/ Diary Management Experience of working in a customer-facing role Previous experience of working in an office environment Ability to work as an effective team member High Level Microsoft Office software Desirable Relevant Experience of working within the NHS values Essential All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation Knowledge Essential Maintain electronic records/information on computer Computer literacy including word, excel, outlook, database Skills Essential Excellent interpersonal/communication skills, including excellent written and oral skills Administrative skills Excellent telephone manner Good numeracy and literacy skills Contractual Requirements Essential Ability to travel between venues Requirement to complete Mandatory Training Values & Behaviours Essential All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation Person Specification Qualifications/ Training Essential Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience Desirable ECDL Experience Essential Microsoft Office i.e Database, Excel, Word, Powerpoint Minute taking Scheduling/ Diary Management Experience of working in a customer-facing role Previous experience of working in an office environment Ability to work as an effective team member High Level Microsoft Office software Desirable Relevant Experience of working within the NHS values Essential All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation Knowledge Essential Maintain electronic records/information on computer Computer literacy including word, excel, outlook, database Skills Essential Excellent interpersonal/communication skills, including excellent written and oral skills Administrative skills Excellent telephone manner Good numeracy and literacy skills Contractual Requirements Essential Ability to travel between venues Requirement to complete Mandatory Training Values & Behaviours Essential All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation 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. Employer details Employer name Nottinghamshire Healthcare NHS Foundation Trust Address Sherwood Oaks Hospital Sherwood Avenue Mansfield NG18 4GW Employer's website https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)