The closing date is 27th Oct 2024
Job summary
Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight Healthcare NHS FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, South Central Ambulance Service or Hampshire Hospitals FT.
We are currently looking for a proactive, highly motivated individual with excellent IT skills, particularly in the use of Word, Excel and PowerPoint, to provide comprehensive secretarial and administrative support service to the senior management team.
you will be an excellent communicator who has outstanding organisational skills, able to use their own initiative, work well under pressure, able to manage workload on a daily basis and prioritise tasks.
Providing high quality administrative and support services, and be able to function in a service area that requires flexibility, adaptability and commitment.
Provide daily admin support to the Senior Management Team, including monitoring emails and fielding phone calls, diary management, arranging meetings and other events, inputting expenses, prepare relevant paperwork for meetings and maintain a bring forward system, and ensure all computer work, electronic mail and the sending faxes are completed promptly and efficiently.
Dealing with issues as and when they arise, act as the point of contact when the Senior Management Team is on leave and to report, address, escalate issues in a timely and effective manner.
Main duties, tasks & skills required
To take a lead in developing and co-ordinating the key areas of business for the Senior Leadership Team by being proactive in ensuring relevant information is obtained, organised and collated in timely manner. To manage the diaries of the Senior Leadership Team. To exercise judgement and discretion in the day to day handling, monitoring and filtering appointments, enquiries and office time and act proactively where potential clashes/pressures are identified. To prepare on own initiative agendas and taking minutes at specified meetings as required. Ensure that agendas and minutes are distributed in a timely fashion and that the relevant paperwork is available prior to the meeting. Set up office systems, databases and procedures to ensure that all documents can be retrieved easily. This will include a 'bring forward' system for Senior Leadership Team, ensuring that all papers are available for meetings as appropriate. Acknowledge, compile and type all correspondence and reports generated by the Senior Leadership Team and drafting responses as appropriate. Convert tabular information into a spreadsheet and graphical format and administer any relevant databases
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, combining the expertise and services of multiple NHS providers to deliver high-quality healthcare across Hampshire and the Isle of Wight.
With a dedicated workforce exceeding 12,000 staff and a footprint that spans more than 200 sites across Hampshire, we offer an extensive range of services, including mental health, learning disabilities, community, and physical health care, reaching diverse communities across urban, rural, and coastal areas.
We are committed to delivering care with compassion, accountability, respect, and excellence, ensuring that our patients and service users are at the heart of everything we do. By working closely with our partners, we're creating a forward-thinking, inclusive organisation that champions staff development, well-being, and collaboration.
Join us and be part of an organisation dedicated to delivering exceptional healthcare; where your skills and ambitions can make a real difference to the communities we serve, now and in the future.
Job description
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person specification
Qualifications
Essential
* Business Administration NVQ Level 2 or relevant experience
* English Language GCSE or equivalent
* Maths GCSE or equivalent experience
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.
For help with your application, contact:
Laura Nowak
Laura.Nowak@southernhealth.nhs.uk
07554555096
Pay scheme
Agenda for Change
Band
Band 4
Salary
£26530.00 to £29114.00 Yearly
Contract
Permanent
Working pattern
Part-Time, Full-Time
Reference number
348-MNH-6126
Job locations
Parklands House
London Road
Basingstoke
Hampshire
RG21 4AP
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