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Site: Sherwood Oaks Hospital
Town: Mansfield
Salary: £24,071 - £25,674 per annum (pro rata for part time)
Salary period: Yearly
Closing: 23/02/2025 23:59
Job overview
To provide an efficient, effective, confidential secretarial/administration service.
This role requires an experienced professional secretary who has a flexible approach to work and the ability to prioritise and work on their own initiative.
Main duties of the job
1. Provide an efficient secretarial/administration support service.
2. Produce high quality reports within agreed deadlines, as required.
3. Undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing as well as general administration support services.
4. Deal with requests and enquiries and forward them to the relevant team member.
5. Facilitate meetings/sickness meetings including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
6. Work flexibly and provide cover which may include the requirement to travel to different sites.
7. Collect and maintain accurate team information with regards to training undertaken, PAD’s, Clinical Supervision and any other database.
8. Book courses, accommodation, and travel requests, as and when required.
9. Manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
10. Ensure that accurate work is completed within the time limits and standards set.
11. Work effectively both independently and as a team member.
12. Responsible for own Mandatory Training requirements.
13. Undertake any other duties that would be a reasonable expectation of the role.
Working for our organisation
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
Detailed job description and main responsibilities
1. Typing/Word processing qualification to RSA/OCR III standard or equivalent level of experience.
2. Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.
3. Proficiency in the use of IT systems including Microsoft Office – Excel, Outlook, Word, Database & internal systems including Patient and staff Information systems.
4. Good general education including English Language and Maths to GCSE or equivalent.
5. Accurate minute taking skills.
6. Ability to meet deadlines.
7. Ability to work on own initiative.
8. Excellent organisational skills.
9. Team player.
10. Understanding of data protection and maintaining strict confidentiality.
11. Experience of working in a customer-facing role.
12. Experience of working in a busy environment.
Please note that this post does not meet the pay level required for a Skilled worker visa.
Person specification
Qualifications/ Training
* Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience.
* Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience.
* ECDL.
Experience
* Microsoft Office i.e Database, Excel, Word, PowerPoint.
* Minute taking.
* Scheduling/ Diary Management.
* Experience of working in a customer-facing role.
* Previous experience of working in an office environment.
* Ability to work as an effective team member.
* High Level Microsoft Office software.
* Relevant Experience of working within the NHS.
Values
* All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork.
* All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role.
Knowledge
* Maintain electronic records/information on computer.
* Computer literacy including Word, Excel, Outlook, Database.
Skills
* Excellent interpersonal/communication skills, including excellent written and oral skills.
* Excellent telephone manner.
* Good numeracy and literacy skills.
Contractual Requirements
* Ability to travel between venues.
* Requirement to complete Mandatory Training.
Values & Behaviours
* All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust, Honesty, Respect, Compassion, Teamwork.
* All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role.
Additional Information
* The closing date given is a guide. We reserve the right to close the post early once we have received a sufficient number of applicants, so we advise you to submit your application early to prevent disappointment.
* We will be requesting references by email. Please ensure you include email addresses and contact numbers for your referees to avoid delay in the recruitment process.
* The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria.
* Communication regarding your application will be sent via email; therefore, please ensure you regularly check your spam/junk folder.
* In submitting an application form, you authorise Nottinghamshire Healthcare NHS Foundation Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you.
* For eligible posts, DBS disclosures are mandatory before commencement of employment.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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