Please note The Role is across South Tees Foundation Trust and North Tees and Hartlepool Trust
An opportunity has arisen to join a team of Executive Assistants (EAs) and Personal Assistants (PA)s who support the Group Executive Directors and Site Leadership Teams across the Group. This opportunity comes at an exciting time as we form our new Executive Support Team.
The role offers a fast-paced environment and a unique perspective into the workings of the Group. We are therefore keen to recruit dynamic, proactive and engaging members to this team - who together form the expert administrative resource that ensures our Group Executive Director and Site Leadership teams have the requisite support to facilitate the smooth-running of their diaries, meetings and wider commitments/engagements.
The role will report to the Team Leader on a day-to-day basis.
Cross site working is an essential part of the role (at both South Tees Hospitals & University Hospital of North Tees).
Main duties of the job
The following outlines the post holder's key responsibilities (this list is not exhaustive and to the post holder will be expected to undertake other tasks):
* Providing secretarial/administrative support to Director(s) including word processing documents, correspondence, reports as required.
* Managing the diaries of the Director(s) in an efficient and timely manner.
* Prioritising incoming work and bringing to attention essential items for the Director(s)’s action.
* Ensure that follow up action is taken as required.
* Arranging meetings on behalf of the Director(s).
* Logging and processing post and emails for the Director(s).
* Being a first point of contact for telephone enquiries.
* Organising travel for the Director(s).
* Order stationery, equipment and services as required and work with finance colleagues to ensure prompt payment of relevant invoices.
* Providing support to Directorate and Site Level meetings to ensure that they run as efficiently as possible.
Please note that this vacancy may close when we receive sufficient completed applications.
Working for our organisation
South Tees Hospitals NHS Foundation Trust offers leadership and improvement training to all new staff. This training programme has been designed to support our staff in developing their understanding of leadership and management skills. You will be expected to attend the following training sessions:
The leadership and improvement programme aims to:
* Explore leadership within the NHS.
* Promote Trust values and behaviours.
* Develop your leadership effectiveness and skills.
* Equip you with the necessary knowledge and skills to lead and complete service improvements within the scope of your role.
After you complete these three and a half days of training you will be able to explore further leadership and improvement training opportunities. We also offer further in-house courses and bitesize programmes through our Leadership and Improvement Team.
Detailed job description and main responsibilities
Please see the full job description and person specification document(s) attached for main responsibilities of the role.
Person specification
Qualifications & Training
* GCSE in Maths and English (A-C/4-9) or Functional Skills (level 2).
* Knowledge of secretarial and administrative procedures and systems, the majority of which are non-routine, acquired through training and experience to Vocational Level 3 or equivalent; plus knowledge of specialist functional/medical/legal terms, organisational policies and procedures and knowledge and experience to deal with non-routine issues such as problem solving for an area of work or developing alternative or additional procedures.
Knowledge & Skills
* Advanced knowledge of MS Office Suite.
* Working knowledge of filing/data systems including records management.
* Ability to work on own initiative and self-manage workload.
* Excellent management and communication skills and knowledge.
* Analysing information from numerous sources.
* Advanced IT/keyboard Skills.
Experience
* Demonstrable proven experience of working as an Executive Assistant or in a similar role.
* Diary management.
* Experience of dealing with confidential and sensitive information and appropriate maintenance and storage of records.
* Minute taking.
Disclosure and Barring Checks (DBS)
It is now the policy of South Tees Hospitals NHS Foundation Trust that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost of their DBS. The method of payment for this is via salary deduction from your first month's pay.
Equality, Diversity and Inclusion
South Tees Hospitals NHS Foundation Trust is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. We welcome applications from the Black and Minority Ethnic (BAME) Network; LGBT+ Network; Disability and Long-Term Health Conditions Network, Faith Network, Childless not by Choice Network and the Menopause Support Group.
As an inclusive employer, we are here to support you.
The Trust encourages and supports all applicants to be fully vaccinated against both COVID19 and influenza.
Please be aware, there are occasions where some vacancies may close prior to the closing date advertised. This will only happen where sufficient applications are received AND will be made evident on the job advert.
Please note if you are successfully shortlisted, we will contact you via the email address that you have applied from so please ensure you check your emails regularly.
Existing employees of South Tees NHS Foundation Trust currently on the Redeployment Register, who meet the essential criteria for this post, will be shortlisted and interviewed prior to all other applicants.
IMPORTANT-Please ensure you read the 'Guidance Notes for Applicants' document attached to this advert before you start to complete your application form.
This document provides detailed advice regarding the completion of your application form.
The guidance document also provides in detail what identification and certificates you must provide at interview should you be shortlisted.
As part of our pre-employment screening process, all applicants are required to provide references from their last continuous 3 year employment and/or training/education. The referees MUST be a Line Manager/Supervisor. Applicants are requested to ensure email addresses for all referees are included on their application form. Personal references and references from colleagues are not acceptable.
Unfortunately we are unable to respond to all applicants and those who are not contacted within six weeks of the closing date should assume that their application has been unsuccessful.
Employer certification / accreditation badges
Application numbers
Please note that this vacancy will close when we receive sufficient completed applications.
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