Job summary Northumbria Healthcare NHS FT provides health and social care services in Primary care, Acute hospitals, Community hospitals and services and adult social care (PACS) through the 10000 employed staff. Northumbria Healthcare's Digital Services team provide all of the technology and technical development to assist in the current electronic systems and the development and delivery of the drive to be paper free at the point of care. Main duties of the job Co-ordinates administrative and secretarial services, through provision of professional, timely, effective and efficient secretarial & administrative service and provide senior administrative support to the heads of service. Co-ordinates administrative services across various meetings including e.g. the preparation of agendas and minutes, taking appropriate follow-up action as required. Supervises and co-ordinates administrative staff within the digital services department. Undertakes the management of projects and gathers information and/or undertakes enquiries. Supporting constitutional groups including co-ordination of yearly plan of meetings, booking venues, preparation of agenda/supporting papers, taking minutes and taking relevant follow up action. The post holder will work in close collaboration with members of the senior management Team as well as senior managers of client organisations. Demonstrate to core values and behaviours of Trust. Deputise for the Senior Executive Assistant & Office Manager Responsible for organising and administering meetings for the heads of service. Formulate agendas for Board and Sub-Group meetings and manage the receipt and coordination of agenda and documents exacting timescales. About us We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, covering one of the largest geographical areas of any NHS trust in the country. Leading in innovation and quality - opening a state of the art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. Do you want to work in one of the best performing NHS organisations in England? Work in an organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients? You can live and breathe in an area that has the cleanest air, cost effective living, great nightlife, some of the best schools with a wealth of history available on your doorstep. Sound too good to be true? Well it isn't, this is what you get when you work for Northumbria Healthcare, this is the Northumbria Way Please read 'applicant guidance notes' before submitting your application. Date posted 28 March 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year per annum Contract Permanent Working pattern Full-time, Flexible working Reference number C9319-25-0337 Job locations Northumbria Manufacturing and Innovation Hub Avenue Road Seaton Delaval NE25 0QJ Job description Job responsibilities Check all documentation for accuracy and presentation read for photocopying and distribution and ensure that a library of papers kept on the intranet is maintained. Take and transcribe formal minutes of Service meetings as required. Provide information, assistance and advice to Heads of Service. Ensure that appropriate meeting facilities are available for meetings. Maintain action records of Board and Sub-Groups, sharing actions as appropriate. Undertake ad hoc duties in relation to Board business. Promote and develop a corporate and professional image of the department, demonstrate excellent front of house skills. Set up and maintain an efficient office filing system, ensuring the security of confidential and sensitive documents. Manage the co-ordination of visits by external parties on behalf of management team. Manage the efficient organisation and arrangement of meetings, including preparing the necessary paperwork, e.g. agendas (pre-circulated in good time as appropriate), booking venues and refreshments, taking and transcribing minutes and monitoring follow-up action. Responsible for the day-to-day management supervision of the administration team, ensuring high quality administrative support is provided on behalf of management team. To role model compassionate and inclusive leadership in order to shape the creation of a collective leadership culture within the trust. This means demonstrating a consistent leadership style which (a) engages, enables and empowers others (b) uses coaching to promote ownership of learning and quality improvement and (c) facilitates team working and collaboration within teams / departments and across organisational boundaries. Job description Job responsibilities Check all documentation for accuracy and presentation read for photocopying and distribution and ensure that a library of papers kept on the intranet is maintained. Take and transcribe formal minutes of Service meetings as required. Provide information, assistance and advice to Heads of Service. Ensure that appropriate meeting facilities are available for meetings. Maintain action records of Board and Sub-Groups, sharing actions as appropriate. Undertake ad hoc duties in relation to Board business. Promote and develop a corporate and professional image of the department, demonstrate excellent front of house skills. Set up and maintain an efficient office filing system, ensuring the security of confidential and sensitive documents. Manage the co-ordination of visits by external parties on behalf of management team. Manage the efficient organisation and arrangement of meetings, including preparing the necessary paperwork, e.g. agendas (pre-circulated in good time as appropriate), booking venues and refreshments, taking and transcribing minutes and monitoring follow-up action. Responsible for the day-to-day management supervision of the administration team, ensuring high quality administrative support is provided on behalf of management team. To role model compassionate and inclusive leadership in order to shape the creation of a collective leadership culture within the trust. This means demonstrating a consistent leadership style which (a) engages, enables and empowers others (b) uses coaching to promote ownership of learning and quality improvement and (c) facilitates team working and collaboration within teams / departments and across organisational boundaries. Person Specification Qualifications Essential The required level of knowledge and specialist expertise will have been gained through a combination of theoretical study or through training and experience to Degree level or equivalent, and experience at senior secretarial level Desirable Speedwriting qualification Experience Essential Experience of liaising with external organisations to resolve issues The ability to manage a small team of staff and assist them to achieve their maximum potential Experienced in organising conferences or events involving high level participation taking into account appropriate venues/accommodation/refreshment requirements Desirable Previous administrative experience in a complex Service Person Specification Qualifications Essential The required level of knowledge and specialist expertise will have been gained through a combination of theoretical study or through training and experience to Degree level or equivalent, and experience at senior secretarial level Desirable Speedwriting qualification Experience Essential Experience of liaising with external organisations to resolve issues The ability to manage a small team of staff and assist them to achieve their maximum potential Experienced in organising conferences or events involving high level participation taking into account appropriate venues/accommodation/refreshment requirements Desirable Previous administrative experience in a complex Service 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). UK Registration Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window). 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). UK Registration Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window). Employer details Employer name Northumbria Healthcare NHS Foundation Trust Address Northumbria Manufacturing and Innovation Hub Avenue Road Seaton Delaval NE25 0QJ Employer's website https://www.northumbria.nhs.uk/ (Opens in a new tab)