To provide a comprehensive, high quality secretarial service to the Business Development Lead and a Director within Operational Services. To deal with enquiries and referrals to the department promptly and in accordance with Trust policy and procedure. To co-ordinate secretarial services, including the preparation of agendas and papers, minute taking, taking follow up action as required, diary management of multiple diaries, processing letters and other jobs noted in the key results section.
Main duties of the job
1. Provide a comprehensive secretarial service in writing and electronically, including word processing of agendas and papers, letters, notes, minute taking, producing action matrix and other routine correspondence.
2. Effectively manage electronic diaries on a daily basis for Managers and Director, using Microsoft Outlook.
3. Work autonomously on own initiative, unsupervised, to manage and prioritise own workload. Using own electronic calendar and Outlook flag system to plan workload and training.
4. Provide full support to a range of professional senior management operational and performance meetings, including note taking, room booking or virtual room booking. Coordinating diaries to arrange meetings for internal staff and external agencies. Attending the meetings in person or virtually. Downloading meeting videos for note taking where applicable.
5. Undertake a range of word processing tasks including typing from video, typing letters, typing minutes, typing job descriptions, statements for investigations.
6. Support the Trust's various disciplinary, investigation and complaint processes. Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information with sensitive, complex or distressing contents. This will require adjustment to work schedule as this takes priority and has a short deadline.
7. Provide cover for other Personal Assistants and the Office Manager as required.
About us
We are passionate about making equality, diversity and inclusion part of our DNA. We take pride in our "People First Culture" which creates a workplace where everyone feels a genuine sense of belonging, difference is celebrated & people are comfortable to bring their whole selves to work. We value the richness that comes from having colleagues that are fully representative of the local community. We welcome people who identify as Black, Asian or from a Minority Ethnic background, protected characteristics, and with all backgrounds and experiences.
Join 'Team Derbyshire Healthcare' and become part of a talented, compassionate and enthusiastic workforce committed to a vision of 'making a positive difference in people's lives'.
CQC rated us as 'GOOD' overall, commenting on how our colleagues "treated patients with compassion and kindness" and "felt positive and proud about working for the Trust."
Benefits include:
* Commitment to flexible working where this is possible
* 27 days annual leave/year plus bank holidays, increasing to 29 days after 5 years & 33 days after 10 years' service
* Yearly appraisal and commitment to ongoing training
* Good maternity, paternity and adoption benefits
* Health service discounts and online benefits
* Incremental pay progression
* Free confidential employee assistance programme 24/7
* Access to our LGBT+ network, BAME Network and Christian Network
* Health and wellbeing opportunities
* Structured learning and development opportunities
Job responsibilities
Professional Issues
1. Provide a comprehensive secretarial service orally, in writing and electronically, including audio typing/word processing of agendas and papers, letters, notes, minutetaking, producing action matrix, and other routine correspondence.
2. Produce/adapt/design documents, charts, tables etc., by use of Microsoft IT packages, e.g., Word, Excel, Access for services and disseminate information via email.
3. Effectively manage electronic diaries on a daily basis for Managers and Director, using Microsoft Outlook. Ensure effective daily time management.
4. Work autonomously on own initiative, unsupervised, to manage and prioritise own workload, delegating tasks as appropriate. Using own electronic calendar and Outlook flag system to plan workload and training. To complete a range of work that is routine and non‑routine. To plan and organise own workload, some on‑going. This will need constant review and amendment by yourself to meet daily demands and needs of the service.
5. Ensure the maintenance of accurate and efficient electronic filing systems, ensuring strict confidentiality of client/staff identifiable information.
6. Provide full support to a range of professional senior management operational and performance meetings including note taking, room booking or virtual room booking. Coordinating diaries to arrange meetings for internal staff and external agencies. Attending the meetings in person or virtually. Downloading meeting videos for note keeping where applicable.
7. Ensure emails are reviewed and acted upon promptly. Setting up and maintaining an action list to ensure they are completed to deadline.
8. Undertake a range of Word processing tasks including audio typing, typing from video, typing letters, typing minutes, typing job descriptions, statements for investigations. This includes typing notes or information written by someone else.
9. Collect details for operational structures, and contacts. Keep them accurate and up to date. Disseminate to others in the Trust.
10. Support the Trusts various disciplinary, investigation and complaint processes. These are not routine and will disrupt workload. Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information with sensitive, complex, or distressing contents. This will require adjustment to workschedule as this takes priority and has a short deadline.
11. Prioritise and undertake general administrative tasks, including photocopying, filing, scanning, processing of mail etc.
12. Receive and make telephone calls, taking messages and dealing with enquiries appropriately and ensuring accurate and timely communication of messages.
13. Ensure timely collection and production of statistical data relating to the service as directed and forward relevant information to other Trust Departments as necessary.
14. Record and monitor consultant annual leave on a database.
15. Maintain and update staff personal files as delegated. Contribute to a high‑quality front of house service for all service users and visitors to the base. Ensure cleanliness and tidiness of the reception waiting area and meeting rooms. Maintain a professional and confidential approach to work at all times.
16. Be familiar with and comply with relevant Trust, Operational, Personnel and Health and Safety procedures.
17. Arrange onsite maintenance including raising new work requisitions for repairs via the Trust Estates department.
18. Contribute to recruitment and selection processes and interviews as required and requested.
19. Provide cover for other Personal Assistants, and the office manager as required.
20. Willingness to travel to other bases.
21. Ensure the provision/procurement of all stock and non-stock supplies for the services, ensuring receipt of all goods via Trust Procedures as appropriate and necessary.
22. Undertake staff surveys as required.
Person Specification
* GCSE English Grade C or new Grade 4 or equivalent.
* Typing Qualification (to RSA III standard) or equivalent typing or word processing qualification/demonstrable experience.
* Experience and knowledge of using variety of software programmes including Microsoft Outlook, Word, Excel and PowerPoint.
* Experience of diary/email management using Outlook and arranging meeting.
* Experience of formal note taking of meetings.
* CLAIT/IBT2/ECDL or equivalent IT qualification/demonstrable experience.
* Experience of managing multiple diaries.
* Travel to other premises to cover colleagues and attend and support meetings (driving licence not essential).
* GCSE English Grade C or new Grade 4 or equivalent.
* Typing Qualification (to RSA III standard) or equivalent typing or word processing qualification/demonstrable 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.
Employer name
£27,485 to £30,162 a year per annum, pro rata
#J-18808-Ljbffr