Job overview
An exciting opportunity to join the Surgery Care Group as Care Group Secretary. The role requires an enthusiastic, highly skilled and experienced administration professional to join our team supporting many staff in the Surgery Care Group.
The successful candidate will predominately oversee the administrative functions of the General Surgery & Urology and Trauma & Orthopaedics directorates and will be the Personal Assistant for five members of the Senior Leadership Team of the Care Group. Experience of managing diaries, accurate completion of paperwork and knowledge of recruitment processes is essential.
The role could be based in York or Scarborough and once a probation period has passed, there is a flexibility for hybrid working. The role is full time (37.5 hours) but does not have to be worked 7.5 hours each day. Please speak to the recruiting manager prior to applying to discuss alternative working patterns.
Main duties of the job
Key tasks include:
1. Responsibility for managing the diaries of the senior members of the Care Group
2. Liaise efficiently with internal and external stakeholders to organise meetings
3. Lead on recruitment administration
4. Prepare payroll paperwork for new starters/ leavers/staff with a change in contract
5. Arrange induction and on-boarding activities for new starters e.g. IT training, ID badges, car parking permits, ordering IT equipment
6. Take minutes at various Care Group meetings and disseminate to relevant parties
7. Place orders on Oracle and with IT
8. Manage charitable funds applications
9. Manage the Care Group buying and selling annual leave scheme
10. Provide general administrative support for the Management team and wider Care Group
11. Line management of one member of the team (Administrative Assistant)
12. Organising ad hoc events
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Working for our organisation
Our benefits
We offer a range of benefits to support our staff including:
13. Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
14. 27 days holiday rising to 33 days (depending on NHS Trust service)
15. A variety of different types of paid and unpaid leave covering emergency and planned leave
16. Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
17. NHS Car Lease scheme and Cycle to Work scheme
18. An extensive range of learning and development opportunities
19. Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers
For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.
Detailed job description and main responsibilities
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact:
As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
Person specification
Knowledge, training and experience
Essential criteria
20. Educated to GCSE Level or equivalent. Maths and English at C or above – or equivalent qualification/demonstrable experience
21. Word processing and computer literacy skills to RSA3/NVQ3 level
22. Previous Secretarial/ Administrative experience (2 years minimum) including a minimum of 6 months Staff Management/Supervisory experience
Desirable criteria
23. ECDL Qualification
24. Experience of dealing with confidential information
Personal attributes
Essential criteria
25. Self-disciplined/motivated to function independently, but also able to motivate others
Skills
Essential criteria
26. Able to organise and prioritise both own workload and that of others as required
27. Possess a range of developed communication skills
28. Able to function effectively as part of a team
29. Have the ability to exercise sound judgement in relation to problem solving and identifying situations requiring further advice
30. Ability to practice delegation, negotiation and motivation skills
Desirable criteria
31. Experience of managing organisational change within a team e.g. restructures, changes to job requirements