Overview
You will be working to support a busy clinical management team within the Organ Donation and Transplantation Directorate (part of NHS Blood and Transplant). This includes working with clinicians in their roles supporting Organ Donation and Transplantation and other clinical committees. This work is varied and your previous knowledge, skills and expertise in arranging and facilitating meetings (including minute taking), organising, multi-tasking and prioritising workload will enable you to work independently and as part of a team. You will also be required to support other members of the team to provide the most effective use of secretarial resources across the Organ Donation and Transplantation Directorate as necessary.
* You will provide a comprehensive personal assistant and administrative support service to a designated management team and clinical committees within Organ Donation and Transplantation.
* You will act as a channel of communication between the manager(s)/clinicians you are working for and other internal and external contacts
* You will ensure the smooth running of the clinical committees and the timely prioritisation of all administrative duties
* You will support and deputise for other secretarial and administrative staff as and when required, including covering Reception on an ad hoc basis in the event of Reception staff absence
* You will ensure that appropriate timescales are met for the planning, production and distribution of agendas, associated papers and minutes
* You will arrange meetings, produce agenda, take accurate minutes and chase progress on actions, maintaining the quality standards set within the terms of reference for each committee
* On occasions you will be required to travel to other NHSBT and external sites, sometimes requiring overnight stays. Appropriate notice will be given, 27 days annual leave (pro rata for part-time) plus Bank Holidays, increasing to 29 days after 5 years service and to 33 days after 10 years.
* NHS pension scheme. The NHS Pension Scheme is a defined benefit scheme (not dependent on investment returns) Further details and outline of benefits can be found at: www.nhsbsa.nhs.uk/pensions
Experience and Knowledge
* Broad experience in a secretarial/admin role including experience of co-ordinating meetings/events with large numbers of attendees across a number of departments or organisations, and facilitating requests for travel and accommodation.
* Experienced in preparing management presentations.
* Experienced in producing meeting agendas, minute taking and ability to take dictation.
* Good working knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint) in order to produce reports, letters, presentations and spreadsheets.
* Experience in the use of e-mail and navigating the web to source information.
Qualifications and Training
* Good standard of education (e.g. GCSE) with literacy and numeracy skills or NVQ level 2 in administration or equivalent workplace experience
* ECDL (part I & II) or ITQ2, or CLAIT II, or RSA III text or word processing or demonstrable workplace experience
Benefits
It takes all types of people to deliver the kind of service that saves and improves lives. At NHS Blood and Transplant, you ll join a team of more than 6,000 people who are making a genuine difference to communities, families, friends, relatives and more across the UK. We play a unique and special role in the NHS by helping people do something extraordinary- donate blood, blood products, organs, tissues, or stem cells to save someone in need.
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