This is an exciting opportunity to provide efficient, effective and professional administrative support services to the Trust Secretary and Assistant Trust Secretary. The post demands excellent time management, organisational and communication skills (with both internal and external organisations) and an adaptable approach to produce work within required timescales.
The post-holder will report to, and provide a high quality, responsive and flexible administrative support service, to the Trust Secretary, whose role is to ensure that the Trust has effective corporate governance arrangements in place (which includes ensuring that the Trust Board and its sub-committees are effectively supported and administered).
Main duties of the job
1. Provide secretarial support to the Trust Secretary and Assistant Trust Secretary, managing diaries via Microsoft Office, making appointments, arranging meetings (both internal and external), booking venues, and managing the "Corporate Meetings" Outlook calendar to ensure relevant meetings are recorded.
2. Receive and prioritise mail, both electronic and hard copy, and respond on behalf of the Trust Secretary or Assistant Trust Secretary, ensuring that all urgent matters are attended to in a timely fashion.
3. Respond to telephone enquiries with tact and discretion, recognising that some issues dealt with by the Trust Secretary's office will be of a complex and sensitive nature.
4. Help maintain the forward programme of agenda items for all Committees and meetings coordinated by the Trust Secretary's Office.
5. Fulfil the secretariat function (including taking the minutes) of the Policy Ratification Committee and other meetings, as required.
About us
Maidstone and Tunbridge Wells NHS Trust ranks among the top 10 NHS Trusts nationwide and was named the second-best Trust to work for in the South East in the 2023 NHS Staff Survey.
We are a large acute hospital trust in south-east England, providing general hospital services and specialist care to around 600,000 residents in West Kent and East Sussex. With a dedicated and diverse team of over 8,000 staff, we are proud to offer specialised cancer services to over two million people through the Kent Oncology Centre.
Looking for flexible working? We are a flexible working-friendly organisation. Whether it's adjusting your hours or exploring other flexible arrangements, we want to work with you to find the best solution for you, our patients, and the Trust. Talk to us about how we can accommodate your working needs.
Job responsibilities
We’ve provided all the details you need about this role in the job description and person specification. Please take a moment to review the criteria in the person specification and share specific examples in your application that demonstrate how you meet these requirements. Please also check your application for errors/omissions prior to submission.
Interview date: TBC
Person Specification
Qualifications
* Level 6 qualification (e.g. Bachelor degree BA/BSc, NVQ level 6, ordinary degree without honours) or equivalent demonstrable experience.
* Quality Improvement knowledge.
* IT qualification (e.g. European Computer Driving Licence (ECDL) or equivalent).
Experience/Knowledge
* Personal Assistant experience at the senior management level of an organisation.
* Experience of providing a comprehensive administration service to senior managers.
* Experience of handling highly confidential and sensitive information.
* Experience of working in a complex, busy and pressurised environment with competing priorities.
* Management and leadership experience, especially in busy and pressurised environments.
* Experience of providing support to senior management in the NHS.
* Experience of using all Microsoft Office software to a high degree of competence.
* Knowledge of administrative procedures, project management or information analysis.
* Strong knowledge of grammar/spelling.
* Experience of preparing reports/presentational materials.
* Experience of providing support to a Company Secretary function.
* Use of the Admincontrol meetings portal (or other meetings portals).
* Use of Microsoft Teams.
* Knowledge of corporate governance processes.
* Understanding of health and social care sector, including working knowledge of NHS structures, policies and processes.
* Experience of managing formal and informal HR processes.
Skills
* Exceptional attention to detail, accuracy and organisational skills.
* Ability to write routine correspondence.
* Ability to prioritise workload and work on own initiative with minimal supervision.
* Above average typing speed (50 wpm and over).
* Ability to concentrate and focus on diverse tasks whilst dealing with frequent interruptions.
* Ability to pull together comprehensive draft reports, data and letters.
* Negotiating, networking and persuasive skills.
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.
£29,970 to £36,483 a year per annum pro rata.
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