Main area Admin and Clerical
Grade Band 3
Contract Permanent
Hours Part time - 25 hours per week (25-30 hours available)
Job ref 320-TWS-1638-C
Employer University Hospitals of Derby and Burton NHS Foundation Trust
Employer type NHS
Site Royal Derby Hospital
Town Derby
Salary £24,071 - £25,674 pro rata pa
Salary period Yearly
Closing 21/01/2025 23:59
Interview date 04/02/2025
Support Secretary - CEO Office
Band 3
An exciting opportunity has arisen for a proactive and flexible individual to join us as a Support Secretary within the Chief Executive Office. We are looking for a professional, efficient, motivated and competent secretary to provide full secretarial and administrative support to the Chief Executive Office.
Working in a challenging and constantly changing environment, you will need to have excellent administrative, organisational, communication, interpersonal skills and a good awareness and understanding of sensitive information, ensuring strict confidentiality at all times. The role will involve supporting the PA to the Trust Chair, Chief Executive Officer, Executive Director of Corporate Development and ad-hoc support to the wider Corporate Governance Team.
You will also need to possess the ability to multi-task at a high level, pay close attention to detail and work on your own initiative. You will need to be able to demonstrate the skills required to manage the workload in a proactive and effective manner.
Working hours are negotiable between 25-30 hours per week, to be worked within core office hour parameters.
Main duties of the job
* Provide a high standard of secretarial/administrative support within the Chief Executive's Office supporting the PA to the Chair, CEO and Executive Director of Corporate Development in delivering their duties.
* Co-ordinate regular meetings, in advance and supplement with the production of agendas, minutes and action plan including effective minute-taking, transcription and distribution at all meetings.
* Co-ordinate regular/ad-hoc meetings including arranging room bookings, catering, technology requirements/liaising with external guests, internal attendees and invited speakers.
* Ensure effective co-ordination of the diaries of the Chair, CEO and Executive Director of Corporate Development.
* Provide effective management for the distribution and prioritisation of incoming mail/emails.
* Effective communication with members of the Management Teams.
* Produce letters, memos, and associated documents to a high standard.
* Monitor and maintain records for sickness and absence and annual/study leave.
* Support the lead PA in the delivery of any regular and ad hoc, data / information requested by the management team, producing reports as required.
* Ensure in liaison with the lead PA there is an administrative presence during usual office hours and that cover is maintained as may be required.
* Act as a liaison between the management teams and functions across the Trust.
Closing date of applications: 21 January 2025
Interview date: 4 February 2025
Working for our organisation
In return we will offer:
* Development opportunities, both professional and leadership development
* On-going support from recruitment to when you join our team and beyond.
* Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes
Detailed job description and main responsibilities
* Good organisational skills to prioritise and plan own workload to achieve objectives and meet deadlines
* Good diary management skills
* Dealing with queries both face to face and over the telephone from patients, relatives and external organisations
* Ability to work independently and as part of team
* Experience of working in a secretarial role
* Experience of minute taking
Our Trust aims to provide the highest quality care to patients within Derbyshire and South East Staffordshire and we want the very best people to work with us.
If we receive a high number of applications for this position we reserve the right to withdraw the post before the closing date, therefore it is advisable that you apply as early as possible to avoid disappointment.
Most of our posts are subject to a DBS check, however having a criminal record will not necessarily bar you from obtaining a position. Please be aware that all new employees starting work with us will be charged for the cost of their DBS check, if it is required for their role.
All correspondence relating to your application will be sent to you via our trac.system account. Please ensure that you regularly check your emails; this includes junk/spam, as your security settings may not recognise the sender.
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