Personal Secretary

Main area Admin Grade NHS AfC: Band 3 Contract Permanent: 22.5 Hours Part time - 22.5 hours per week (Mon - Fri) Job ref 383-CHI-7335-26-A

Site Chesterfield Town Chesterfield Salary £25,760 - £27,476 Pro rata Salary period Yearly Closing 02/07/:59

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, and 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 all backgrounds and experiences.

To ensure the delivery of a comprehensive high quality secretarial and administrative service to different levels of senior management with Operational Service.

To deal with enquiries and referrals to the department promptly and in accordance with Trust policy and procedure.

Main duties of the job

Provide a comprehensive secretarial service orally, in writing and electronically, including audio typing/word processing of agendas, letters, notes, minutes, reports and other routine correspondence.

Produce / adapt / design documents, charts, tables etc., by use of Microsoft IT packages, eg Word, Excel, Access, etc, for services and disseminate information via email.

Effectively manage multiple electronic diaries as required, using Microsoft Outlook.

Provide full support to a range of professional meetings including note taking and room booking. Coordinating diaries to arrange meetings and events for internal staff and external agencies.

Support the Trust's various disciplinary, investigation and complaint processes.

Prioritise and undertake general administrative tasks.

Receive and make telephone calls, taking messages and dealing with enquiries appropriately and ensuring accurate and timely communication of messages.

Maintain a professional and confidential approach to work at all times.

To be familiar with and comply with relevant Trust, Operational, Personnel and Health and Safety procedures.

Arrange onsite maintenance including raising of new work requisitions for repairs via the Trust Estates department.

Provide cover for other Personal Secretaries as required.

Willingness to travel to other bases.

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.

Working for our organisation

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

Person specification

GCSE English Grade C or new Grade 4

• GCSE Grade C or new Grade 4
• Good standard of spelling and grammatical accuracy.

Typing Qualification or equivalent typing experience

• Typing Qualification (to RSA III standard) or equivalent typing or word processing qualification/demonstrable experience.
• NVQ3 Business and Administration or equivalent.

Organisational skills and abilities

• Can demonstrate that they can work well in both a team and independently
• Can demonstrate that they can be flexible when the workflow changes pace and can work to tight deadlines
• Can demonstrate that they can maintain professionalism even when the situations they are presented with are challenging at times.

Flexible Working

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for our service and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that's job share, part time or another flexible pattern.

Disability Confident Employer

The Trust is a Disability Confident Employer. If you require any reasonable adjustments to support you in the recruitment process please let us know.

DBS Checks

The cost of undertaking a DBS (Disclosure and Barring Service) disclosure will be met by the individual. The Trust will meet the initial costs of the disclosure which will be deducted from your first month's salary.

Closing Info

This job may close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.