Directorate Support Secretary

Job overview

At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.

Job Overview:

Directorate Support Secretary  - 30 hours per week

An exciting opportunity has arisen for a highly motivated Directorate Support Secretary to work in the Digestive Diseases Directorate at the University Hospital of North Midlands Trust.  Based on the Royal Stoke site, however cross-site working at the CDC and County Hospitals may be required on occasion.

Main duties of the job

This post will support the Digestive Diseases Directorate Senior Management Team in ensuring the smooth running of the secretarial processes, specifically supporting the  coordination and minuting of departmental meetings, support in collation of evidence required for the departments JAG accreditation, raising purchase requisitions and requests for Waiting List Initiative TI shifts,  raising invoice payments, and supporting the Training Centre Manager with the coordination and facilitation of specialist courses.

The post holder will offer support in times of absence in order to ensure service delivery suffers no disruption. This is an ideal post for someone with secretarial experience looking to work in a small, busy, friendly team.

Key tasks include:

Liaising with other departments, raising invoices and purchase order requests, organising an electronic diary and managing room bookings, maintaining records, taking minutes at departmental meetings, operating a bring forward system, preparing papers for relevant meetings, typing of letters and correspondence,  supporting the collation of evidence required by JAG and supporting the Training Centre Manager with the coordination and facilitation of courses run at UHNM.  There may also be a need to provide support to the Endoscopy Booking Team on occasion.

Detailed job description and main responsibilities

The applicant must be extremely flexible both in their approach to work and be able to work as part of a team working towards ensuring all targets and deadlines are achieved within the department.

The post holder is required to provide a comprehensive secretarial support to the Endoscopy Departmental Senior Management Team (Head of Operations, Service Manager, Business Support Manager, Senior Operational Services Manager, Clinical Lead, Matron, Lead Nurse for JAG, Unit Managers and Training Centre Manager). This will involve liaising with other departments, raising invoices and purchase order requests, organising an electronic diary, maintaining records, taking minutes at departmental meetings, operating a bring forward system, preparing papers for relevant meetings, typing of letters and correspondence,  supporting the collation of evidence required by JAG and supporting the Training Centre Manager with the coordination and facilitation of courses run at UHNM .