Job summary The post-holder will: Provide comprehensive confidential and professional administrative and secretarial service to the Triumvirate of the SSMSK division - Associate Director of Operations (ADO), Divisional Chief Nurse (DCN) and Divisional Director (DD). Ensure that all work is dealt with promptly and efficiently and in accordance with the Trust's Policies and Procedures. A high degree of sensitivity and confidentiality is required. Main duties of the job Internally the post-holder will develop effective working relationships with: Consultants and staff across all functions within SSMSK Peers in other Divisions Externally this includes: Colleagues in other NHS Trusts and organisations Timely and efficient delivery of tasks according to role specification. Contribute to the Trust's objectives, key work programmes or values. About us Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond. Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey. We also run many specialist clinics in the community and local community hospitals and other healthcare facilities. Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care. We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures. We can offer you the full range of NHS benefits/discounts and in addition: Excellent pension scheme and annual leave entitlement On-site Nurseries On-site staff cafes On-site parking Support in career development Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics Adverts may close early, so applicants are encouraged to submit an application as soon as possible. For more information about a career at ASPH please visit:www.asph-careers.org Date posted 21 March 2025 Pay scheme Agenda for change Band Band 4 Salary £27,857 to £30,570 a year pa, inc. HCAS, pro rata Contract Permanent Working pattern Part-time Reference number 323-AC5982-SK Job locations St Peters Site Chertsey Chertsey KT16 0PZ Job description Job responsibilities To provide a full, high quality secretarial service to the Triumvirate of the SSMSK division: Associate Director of Operations (ADO), Divisional Chief Nurse (DCN) and Divisional Director (DD) and Management Team. 1. Act as Personal Assistant providing a comprehensive administrative and secretarial service including (but not limited to): Diary management and arranging of meetings Management of incoming and outgoing written and e-mail correspondence Management of incoming telephone calls and prompt message handling Drafting replies to correspondence and taking follow up action, as directed Copying and circulation of documents Complete payroll, expenses and mileages returns ERFs for the portfolio of managers Writing minutes and action trackers Efficient and courteous handling of all personal and telephone calls to the office 2. Responsible for setting up, collating agendas, circulating documents, Minute taking and dissemination for monthly Divisional Management Board and other Division meetings organised/chaired by ADO, DCN or DD. 3. To be responsible for designing and managing the administration of special projects as required by the Division. This may involve significant liaison and consultation, the setting up of systems and databases and the formulation of progress reports. 4. Organize specific internal or external events as required. 5. Develop and manage computer spreadsheets and databases, as appropriate, to support the effective functioning of the Division. 6. Provide other administrative support for the Triumvirate and other members of SSMSK Management team as required. Job description Job responsibilities To provide a full, high quality secretarial service to the Triumvirate of the SSMSK division: Associate Director of Operations (ADO), Divisional Chief Nurse (DCN) and Divisional Director (DD) and Management Team. 1. Act as Personal Assistant providing a comprehensive administrative and secretarial service including (but not limited to): Diary management and arranging of meetings Management of incoming and outgoing written and e-mail correspondence Management of incoming telephone calls and prompt message handling Drafting replies to correspondence and taking follow up action, as directed Copying and circulation of documents Complete payroll, expenses and mileages returns ERFs for the portfolio of managers Writing minutes and action trackers Efficient and courteous handling of all personal and telephone calls to the office 2. Responsible for setting up, collating agendas, circulating documents, Minute taking and dissemination for monthly Divisional Management Board and other Division meetings organised/chaired by ADO, DCN or DD. 3. To be responsible for designing and managing the administration of special projects as required by the Division. This may involve significant liaison and consultation, the setting up of systems and databases and the formulation of progress reports. 4. Organize specific internal or external events as required. 5. Develop and manage computer spreadsheets and databases, as appropriate, to support the effective functioning of the Division. 6. Provide other administrative support for the Triumvirate and other members of SSMSK Management team as required. Person Specification Experience Essential Previous experience NHS experience Experience of working with an MDT Desirable Experience demonstrating IT skills Education Essential Good general education Computer literate General computer experience Desirable Formal IT education Person Specification Experience Essential Previous experience NHS experience Experience of working with an MDT Desirable Experience demonstrating IT skills Education Essential Good general education Computer literate General computer experience Desirable Formal IT education 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 Ashford & St. Peter's Hospitals NHS Foundation Trust Address St Peters Site Chertsey Chertsey KT16 0PZ Employer's website https://www.ashfordstpeters.nhs.uk/ (Opens in a new tab)