Senior Secretary - Acute Medicine Management Team
University Hospitals of Derby and Burton NHS Foundation Trust
We are looking for a Senior Secretary for the Acute medicine business unit.
The successful candidate will provide a professional and comprehensive senior secretarial service to the Business Unit/Corporate Function teams ensuring the effectiveness of all communications and organisational systems.
In addition to providing a professional and comprehensive senior secretarial service to the Business Unit, the main duties of the role include providing day-to-day supervision of a team of secretaries as appropriate to the needs of the service.
Part-time hours also considered
Main duties of the job
1. Responsible for the operational management of the administration processes and functions of the team.
2. Responsible for effective communication across all boundaries using negotiation and persuasion skills to ensure the delivery of a comprehensive secretarial service.
3. Responsibility for managing highly confidential, extremely sensitive information on a regular basis. Discretion required at all times.
4. Co-ordinate all Business Unit and Corporate meetings, including off-site meetings.
5. Ensure the effective co-ordination of the Manager's diary/scheduler.
6. Provide effective management for the distribution and prioritisation of incoming mail/emails.
7. Produce letters, memos, and associated documents to a high standard.
8. Responsible for monitoring and maintaining records for sickness and absence and annual/study leave across the Senior Management Team.
9. Manage the management team rotas, maintain and validate department databases, producing accurate reports as required.
10. Provide general administrative support to the Senior Management Team/Director as appropriate, to enable the organisation of meetings, agendas, minutes, and appraisal documentation.
11. Act as a liaison between the management teams and functions across the Trust.
Closing Date: 18 February 2025
Interview Date: 4 March 2025
About us
As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together.
Our fundamental Values of Compassion, Openness, and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.
In return we will offer:
* Development opportunities, both professional and leadership development.
* On-going support from recruitment to when you join our team and beyond.
* Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes.
Job responsibilities
Please see attached Job description and Person Specification. To apply please click APPLY FOR THIS JOB; this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.
Person Specification
Qualifications, Knowledge, Training and Experience
* A good standard of English to O'level/GCSE or equivalent and ability to demonstrate both written and verbal communication skills.
* RSA3/OCR qualification or equivalent knowledge and skills.
* NVQ 3 in Business and administration or equivalent knowledge and skills.
* Experience of working in a secretarial role with some supervisory responsibility.
* Experience of handling confidential/highly sensitive information and a clear understanding of information governance and trust guidelines.
* An understanding of the 18-week RTT process and a knowledge of the Trust Patient Access Policy and an agreement to adhere to these policies according to National Trust Guidelines as appropriate to the role.
* Experience of working in a medical secretarial role and an understanding of medical terminology.
* Experience of minute taking for senior team/corporate meetings.
Planning and Organisational Skills
* Demonstrable experience of prioritising tasks both individually and for a team according to changing/unpredictable situations.
* Experience of liaising with internal and external contacts and departments to reschedule meetings as required in line with service demands.
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 name
University Hospitals of Derby and Burton NHS Foundation Trust
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