Job overview
Directorate Administration Assistant will support the Director & Deputy Director of Nursing by providing admin support relating to diary management, communication, meeting preparation to include agenda and minute taking.
Main duties of the job
The post holder will be required to deliver an effective and efficient administration function to the Director of Nursing and identified members of the directorate.
The post holder will be responsible for receiving telephone calls, emails and responding efficiently and promptly to queries.
The post holder will be required to undertake a range of administrative support to the wider members of the Nursing Directorate.
To proactively manage the diary for Director and Deputy Director of Nursing ensuring meeting papers are received and logged as appropriate.
To draft letters and other documents. To word-process (audio/copy-typing) and/or prepare a range of other documents, some of which maybe of a confidential/sensitive nature (e.g. reports, business cases, procedures, spreadsheets or presentations);
The post holder will be expected to plan and organise a range of meetings liaising with staff across the Trust and wider system partners.
To prepare/draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time.
To attend meetings and take minutes/notes as required, initiating action on identified issues, as appropriate. To ensure that these are produced in-line with the agreed format, and distributed as necessary.
Working for our organisation
At DCHFT, we pride ourselves on the care we provide for our patients, and on the culture, we are creating for our staff. We work hard to create a fair, inclusive environment for our staff.
Our Mission is to work in partnership to provide high quality, compassionate services and to nurture an environment where people can be at their best. Our vision is healthier lives, empowered citizens, thriving communities.
We are a Trust that celebrates diversity, and we are committed to creating an inclusive environment for all employees. We welcome applications from people in all under-represented groups.
We understand that some applicants may choose to use artificial intelligence (AI) tools to assist in preparing their application materials. While this is not discouraged, we kindly remind candidates that all submissions must be truthful and accurately reflect your own experiences and suitability for this role.
Personal integrity and authenticity are central to our recruitment process. We value honesty and appreciate applications that are genuine and representative of the individual behind them.
Detailed job description and main responsibilities
The post holder will be expected to:
* Communicate with all staff within the organisation, wider System partners and external organisations
* Develop and maintain positive working relationships with all staff within the organisation;
* Communicate information of a sensitive nature in a tactful manner when required
* Communicate via telephone, face to face and e-mail;
* Have the ability to cope with frequently challenging, diverse and stressful situations;
* Practice and demonstrate the ability to manage their own workload
Person specification
Education, Qualifications & Training
Essential criteria
* Educated to GCSE level or equivalent including English at Grade C or above
* RSA 111 in word processing or equivalent qualification (or equivalent skill mix)
Knowledge & Experience
Essential criteria
* Recent experience in an administration role within a Public Sector setting
* Experience of working with computer systems, to include Microsoft Office, Word and Excel in a working environment.
* Experience of working with a range of staff at all levels
Skills & Abilities
Essential criteria
* Comprehensive knowledge of secretarial, administrative and operational procedures
* Evidence of effective communication skills both written and oral.
* Evidence of proven organisational skills with the ability to plan and prioritise work to meet own and departmental deadlines
Desirable criteria
* Evidence of Windows, dictation and audio-typing skills.
* Evidence of ability to work as part of a team and autonomously, with minimal supervision.
* Evidence of ability to make decisions within defined boundaries
Our Mission
Outstanding care for people in ways which matter to them.
Our Vision
Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.
Our Values
Integrity, Respect, Teamwork, Excellence
We are a Trust that celebrates diversity and we are committed to creating an inclusive environment for all employees. We would welcome applications from people in all under-represented groups.
PLEASE READ THE FOLLOWING IMPORTANT INFORMATION CAREFULLY BEFORE YOU SUBMIT YOUR APPLICATION
Please read the job description and person specification carefully to ensure your application reflects the knowledge, skills and experience required.
The closing date/interview date is subject to amendment; this vacancy may therefore expire at short notice, so we recommend that you submit an application at your earliest convenience. We reserve the right to close any vacancies without notice.
Shortlisted applicants will be contacted via email; therefore it is important that you check your personal email account regularly.
Unfortunately we are unable to respond to every application; if we do not contact you within 4 weeks of the closing date, please be advised that you not have been shortlisted on this occasion.
You can contact us on 01305 254655 to find out whether you have been shortlisted or if you would like feedback.