Job summary The post holder will provide a high standard of comprehensive secretarial and administrative to support the Deputy Chief Nurses (and provide support to members of the Senior Nursing Team when required). The post holder will provide a quality and responsive personal assistant service including complex diary management and extensive minute taking. Main duties of the job This department is very busy and the work, at times, very pressurised, particularly when having to arrange urgent meetings and minuting unexpected meetings. The post holder should be adept, confident, and flexible to meet the ever-changing demands of the directors. You will need to be able to use your initiative and plan your own workload in a way that supports the Senior Nursing Team and the wider Executive Team / Trust. Therefore, it is essential that a close working relationship and cover arrangements exist between the post holder and other Personal Assistants supporting other members of the Senior Nursing Team Executive Management Team to ensure a seamless service is provided at all times. In addition, you will be expected to exercise judgement and initiative when communicating with other senior managers, Trusts and outside agencies, and to act as a focal point for queries on behalf of and in the absence of Directors. A confident and engaging telephone/email manner and the ability to act in a proactive manner are essential. The role will involve working independently, supporting the allocated Directors in managing complex relationships with external and internal stakeholders and will require a significant level of interpersonal skill. About us Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire. Our Excellence Values CompassionAccountabilityRespectIntegrityCourage We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities. We are a Defence positive trust, supporting our reservists, veterans, spouses and partners. The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals. Date posted 26 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum Contract Permanent Working pattern Full-time Reference number 265-6946482 Job locations Northampton General Hospital Cliftonville Northampton NN1 5BD Job description Job responsibilities The post holder must be comfortable working with varied professional groups. At all times the post holder will be dealing with matters of a highly confidential and sensitive nature which should not be divulged to another or discussed with other colleagues unless absolutely necessary. The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion. Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence. Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints. Act as first point of contact for all communications and deal with all such communications appropriately, including exchange of sensitive information. Maintain constructive relationships with a broad range of internal and external stakeholders. To provide a comprehensive Personal Assistant service, including secretarial service, to the Deputy Directors of Nursing to enable them to carry out their duties in an effective and efficient manner. Prepare and distribute agendas and papers for formal committee meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken. This is a key part of the role and the post holder must be confident and capable of taking minutes at committee and board level. Organise/co-ordinate events as required (organising the venues, catering, delegate packs, attendee lists, etc) for conferences, workshops and training days. Work closely with the other staff to ensure that there is cover for the Senior Nursing Team during any planned absences, as well as co-ordinating with other staff as appropriate. Provide specific support to the Directors with the administration of the Appraisal process, other regulations and processes. Respond to all queries, correspondence and telephone calls received in the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Director(s) as appropriate with any relevant. supporting information. Receive and screen all incoming mail, obtaining any relevant background information. On behalf of the Director(s) prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary, ensuring that delegated Heads of draft an appropriate response, setting deadlines to ensure the Director(s) has sufficient time to review draft. Manage emails, ensuring briefings and follow up actions take place and deadlines met. Manage the Directors email housekeeping. Sign post on behalf of the Director(s), in their absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the Trust in order to meet deadlines, provide solutions and avoid disruptions. Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions. Effectively manage diaries; prioritising meetings/appointments, as necessary, ensuring the Directors have sufficient work/reflective time. Organise conferences/events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc. Undertake specific project work as requested by the Director(s). Ensure that the Directors are appropriately briefed in advance of scheduled meetings/events, responsibilities will include: Obtaining briefings from senior staff within the Trust and other sources, as appropriate.Gathering and extracting information from a range of sources.Researching and preparing presentations.Interpreting results.Completing progress reports, as directed. Co-ordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Director(s) have relevant information. Ensure that any goods ordered/booked (including travel and accommodation) are within budgetary constraints and reflect value for money and the most cost effective arrangements. Ensure that travel claims are submitted within the required timescale. Maintain an effective bring forward system, ensuring the Directors receive papers etc.at appropriate times and that deadlines are adhered to and action is taken as appropriate. Establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved. Optimise IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc. Work independently on all aspects of the role, managing own workload and exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance. Assist other staff at all levels in the use and development of office machinery and equipment and the use of specific IT applications to support their work and the development of their skills set. Job description Job responsibilities The post holder must be comfortable working with varied professional groups. At all times the post holder will be dealing with matters of a highly confidential and sensitive nature which should not be divulged to another or discussed with other colleagues unless absolutely necessary. The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion. Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence. Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints. Act as first point of contact for all communications and deal with all such communications appropriately, including exchange of sensitive information. Maintain constructive relationships with a broad range of internal and external stakeholders. To provide a comprehensive Personal Assistant service, including secretarial service, to the Deputy Directors of Nursing to enable them to carry out their duties in an effective and efficient manner. Prepare and distribute agendas and papers for formal committee meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken. This is a key part of the role and the post holder must be confident and capable of taking minutes at committee and board level. Organise/co-ordinate events as required (organising the venues, catering, delegate packs, attendee lists, etc) for conferences, workshops and training days. Work closely with the other staff to ensure that there is cover for the Senior Nursing Team during any planned absences, as well as co-ordinating with other staff as appropriate. Provide specific support to the Directors with the administration of the Appraisal process, other regulations and processes. Respond to all queries, correspondence and telephone calls received in the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Director(s) as appropriate with any relevant. supporting information. Receive and screen all incoming mail, obtaining any relevant background information. On behalf of the Director(s) prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary, ensuring that delegated Heads of draft an appropriate response, setting deadlines to ensure the Director(s) has sufficient time to review draft. Manage emails, ensuring briefings and follow up actions take place and deadlines met. Manage the Directors email housekeeping. Sign post on behalf of the Director(s), in their absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the Trust in order to meet deadlines, provide solutions and avoid disruptions. Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions. Effectively manage diaries; prioritising meetings/appointments, as necessary, ensuring the Directors have sufficient work/reflective time. Organise conferences/events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc. Undertake specific project work as requested by the Director(s). Ensure that the Directors are appropriately briefed in advance of scheduled meetings/events, responsibilities will include: Obtaining briefings from senior staff within the Trust and other sources, as appropriate.Gathering and extracting information from a range of sources.Researching and preparing presentations.Interpreting results.Completing progress reports, as directed. Co-ordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Director(s) have relevant information. Ensure that any goods ordered/booked (including travel and accommodation) are within budgetary constraints and reflect value for money and the most cost effective arrangements. Ensure that travel claims are submitted within the required timescale. Maintain an effective bring forward system, ensuring the Directors receive papers etc.at appropriate times and that deadlines are adhered to and action is taken as appropriate. Establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved. Optimise IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc. Work independently on all aspects of the role, managing own workload and exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance. Assist other staff at all levels in the use and development of office machinery and equipment and the use of specific IT applications to support their work and the development of their skills set. Person Specification Educations, Training and Qualifications Essential Educated to GCSE Level Education or equivalent. IT skills or equivalent experience, i.e., Microsoft Word, Excel, PowerPoint & Outlook, NVQ III Business Administration or equivalent Level Education or equivalent. X RSA II - III Typing Desirable Shorthand Knowledge and Experience Essential Substantial previous secretarial/administrative experience IT skills or equivalent experience, i.e., Microsoft Word, Excel, PowerPoint & Outlook, Desirable Previous employment within the NHS Skills Essential Effective communication skills Ability to work on own initiative and work without supervision Work well under pressure and to work to deadlines Knowledge of full range of secretarial procedures Able to participate as part of a team Able to handle sensitive information and be discreet and reassuring Desirable Demonstrate effective organisational skills. Person Specification Educations, Training and Qualifications Essential Educated to GCSE Level Education or equivalent. IT skills or equivalent experience, i.e., Microsoft Word, Excel, PowerPoint & Outlook, NVQ III Business Administration or equivalent Level Education or equivalent. X RSA II - III Typing Desirable Shorthand Knowledge and Experience Essential Substantial previous secretarial/administrative experience IT skills or equivalent experience, i.e., Microsoft Word, Excel, PowerPoint & Outlook, Desirable Previous employment within the NHS Skills Essential Effective communication skills Ability to work on own initiative and work without supervision Work well under pressure and to work to deadlines Knowledge of full range of secretarial procedures Able to participate as part of a team Able to handle sensitive information and be discreet and reassuring Desirable Demonstrate effective organisational skills. 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. Certificate of Sponsorship 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. Certificate of Sponsorship 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). Employer details Employer name Northampton General Hospital Address Northampton General Hospital Cliftonville Northampton NN1 5BD Employer's website https://www.northamptongeneral.nhs.uk/Home.aspx (Opens in a new tab)