Job summary Working under the direction of the PA to the Managing Director / Assistant Company Secretary the post holder will be required to be fully conversant with and adhere to all work related policies, procedures and guidelines, ensuring that all work outputs are completed as required and that all related targets and timescales are met. The post holder will use all appropriate technologies and equipment to their optimum functionality to assist in the provision of an efficient, effective and comprehensive administrative and secretarial service. Please note this vacancy may close early if sufficient applications are received. Main duties of the job Assist in the provision of a comprehensive and timely secretarial and administrative support service to the PA to the Managing Director / Assistant Company Secretary and also the PA to the Director of Governance / Company Secretary and Director of Finance Assist in the timely preparation of meeting agendas and collate any related documents and information relating to meetings for distribution to participants. Attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines. Maintain and follow-up action logs from meetings, ensuring audit trail of actions taken is accurately recorded. In the absence of the PA to the Managing Director / Assistant Company Secretary and / or the PA to the Director of Governance / Company Secretary and Director of Finance where appropriate, act as a point of contact by receiving and greeting visitors, dealing with telephone calls and queries in a manner consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion. Support the maintenance of the statutory and corporate registers for the company. About us At North Tees and Hartlepool Solutions LLP our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience. North Tees and Hartlepool Solutions LLP is a subsidiary company of North Tees and Hartlepool NHS Foundation Trust. The successful applicant will be an employee of the subsidiary. We will support staff through providing an inclusive and supportive workplace with health & well-being initiatives and opportunities for development. Date posted 12 March 2025 Pay scheme Other Salary £25,674 to £29,114 a year per annum Contract Permanent Working pattern Full-time Reference number 345-NTHS7064159 Job locations University Hospital of North Tees Hardwick Road Stockton-on-Tees TS19 8PE Job description Job responsibilities Assist in the provision of a comprehensive and timely secretarial and administrative support service to the PA to the Managing Director / Assistant Company Secretary and also the PA to the Director of Governance & Company Secretary and the Director of Finance. Assist in the timely preparation of meeting agendas and collate any related documents and information relating to meetings, interviews, appeal hearings etc., for distribution to participants. Attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines. Maintain and follow-up action logs from meeting, ensuring audit trail of actions taken is accurately recorded. In the absence of the PA to the Managing Director / Assistant Company Secretary and, the PA to the Director of Governance & Company Secretary and Director of Finance where appropriate, act as a point of contact by receiving and greeting visitors, coordination and provision of hospitality where appropriate, and dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion. In the absence of the PA to the Managing Director / Assistant Company Secretary and, the PA to the Director of Governance & Company Secretary and Director of Finance attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines. In the absence of the PA to the Director of Governance & Company Secretary and Director of Finance, provide cover to manage the central alerting system, ensuring the appropriate distribution of alerts and collation and return of responses. Dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required. Type miscellaneous correspondence, notes, reports, presentations etc., including highly confidential and complex documents to a high standard of quality using appropriate technologies. Maintain office systems, including data management and filing. Collate the Hospitality Register for North Tees and Hartlepool Solutions LLP and submit monthly declarations. Support the maintenance of the North Tees and Hartlepool Solutions LLP Authorised Signatory List. Manage and maintain the North Tees and Hartlepool Solutions LLP On-Call Rota. Support the maintenance of Declarations of Interest Register, Fit & Proper Persons and other statutory and corporate registers. Support the PA to the Managing Director / Assistant Company Secretary and, the PA to the Director of Governance & Company Secretary and Director of Finance by liaising with other departments, following up information and gathering data as needed. Supporting compliance with data protection principles; Comply with all statutory and mandatory training. Any other duties that may reasonably be requested, including supporting in other areas of the business as and when required. Job description Job responsibilities Assist in the provision of a comprehensive and timely secretarial and administrative support service to the PA to the Managing Director / Assistant Company Secretary and also the PA to the Director of Governance & Company Secretary and the Director of Finance. Assist in the timely preparation of meeting agendas and collate any related documents and information relating to meetings, interviews, appeal hearings etc., for distribution to participants. Attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines. Maintain and follow-up action logs from meeting, ensuring audit trail of actions taken is accurately recorded. In the absence of the PA to the Managing Director / Assistant Company Secretary and, the PA to the Director of Governance & Company Secretary and Director of Finance where appropriate, act as a point of contact by receiving and greeting visitors, coordination and provision of hospitality where appropriate, and dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion. In the absence of the PA to the Managing Director / Assistant Company Secretary and, the PA to the Director of Governance & Company Secretary and Director of Finance attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines. In the absence of the PA to the Director of Governance & Company Secretary and Director of Finance, provide cover to manage the central alerting system, ensuring the appropriate distribution of alerts and collation and return of responses. Dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required. Type miscellaneous correspondence, notes, reports, presentations etc., including highly confidential and complex documents to a high standard of quality using appropriate technologies. Maintain office systems, including data management and filing. Collate the Hospitality Register for North Tees and Hartlepool Solutions LLP and submit monthly declarations. Support the maintenance of the North Tees and Hartlepool Solutions LLP Authorised Signatory List. Manage and maintain the North Tees and Hartlepool Solutions LLP On-Call Rota. Support the maintenance of Declarations of Interest Register, Fit & Proper Persons and other statutory and corporate registers. Support the PA to the Managing Director / Assistant Company Secretary and, the PA to the Director of Governance & Company Secretary and Director of Finance by liaising with other departments, following up information and gathering data as needed. Supporting compliance with data protection principles; Comply with all statutory and mandatory training. Any other duties that may reasonably be requested, including supporting in other areas of the business as and when required. Person Specification Qualifications Essential GCSE Grade A - C English GCSE Grade A - C Mathematics NVQ Level 2 or above in Business Administration Desirable RSA III or equivalent qualification Experience Essential Demonstrable experience of providing a secretarial / administrative service Demonstrable experience taking minutes of meetings at a senior level Experience of working on confidential and sensitive activities Desirable Experience of working within a healthcare environment Skills Essential Good information technology skills with significant experience of using the range of microsoft office applications Excellent personal organisation and time management skills Excellent communication skills including having regard to the strict need for confidentiality Desirable Experience in dealing with members of the public Disposition Essential Ability to work under pressure and deliver high quality work to tight deadlines Ability to work on own initiative and within and across teams Person Specification Qualifications Essential GCSE Grade A - C English GCSE Grade A - C Mathematics NVQ Level 2 or above in Business Administration Desirable RSA III or equivalent qualification Experience Essential Demonstrable experience of providing a secretarial / administrative service Demonstrable experience taking minutes of meetings at a senior level Experience of working on confidential and sensitive activities Desirable Experience of working within a healthcare environment Skills Essential Good information technology skills with significant experience of using the range of microsoft office applications Excellent personal organisation and time management skills Excellent communication skills including having regard to the strict need for confidentiality Desirable Experience in dealing with members of the public Disposition Essential Ability to work under pressure and deliver high quality work to tight deadlines Ability to work on own initiative and within and across teams 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 North Tees & Hartlepool Solutions Address University Hospital of North Tees Hardwick Road Stockton-on-Tees TS19 8PE Employer's website https://nthsolutions.co.uk (Opens in a new tab)