Job Title: HR Divisional Secretary
Location: Newcourt House, EX2 7JQ
Hours: 22.5 Hrs Per Week
Duration: 4 Weeks
Work Pattern: Monday to Friday
Shifts Pattern: Flexible working arrangements can be discussed
Trust Location: Royal Devon University Healthcare NHS Foundation Trust
What you’ll be responsible for:
Job Purpose
The post holder will provide a high quality, professional secretarial service to support the efficient and effective operation of the portfolio of work for:
- Associate Director of HR Services
- Associate Director of Wellbeing, Inclusion & Employee experience
- Head of Employee Experience
The post holder will also be required to organise a range of meetings and produce minutes to a high standard, as well as supporting with the management of the Associate Directors’ mailbox, dealing with correspondence and flagging urgent matters appropriately, whilst maintaining the confidentiality of highly sensitive information at all times.
Effective prioritisation is an essential requirement, and the successful candidate will require strong organisational skills to ensure work is carried out efficiently and deadlines are met in a busy, fast-paced environment. The post holder is expected to be proactive and work independently of instruction when required. The role requires a flexible and dynamic person with good organisational skills, computer literacy and a positive can-do attitude.
KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES
- To manage the Associate Directors & Department Head diaries to a good standard.
- To support with the administrative tasks relating to line management of the Associate Directors’ direct reports.
- To support the Associate Directors & Department Head with managing their inbox, flagging urgent emails and forwarding on to appropriate teams where necessary.
- To organise and co-ordinate meetings including sourcing of suitable venue, time, equipment.
- To provide minute/note taking at meetings, ensuring typed notes are circulated to attendees within the timeframes stipulated within Tru policies/standard operating procedures.
- To maintain stock levels within the department.
- To support the arrival of internationally recruited colleagues by purchasing basic supplies, sim cards & supermarket vouchers.
- To communicate with staff, external organisations and colleagues in a courteous, professional and timely manner at all times
- To deal with all day to day correspondence within the department – initiating appropriate responses in order to provide, staff and other parties with required information in a friendly and professional manner
- To contact staff when meetings need to be rescheduled.
- Further planning and organisational duties include but are not limited to:
o Meeting regularly with the calendar owner to resolve any conflicting diary commitments;
o Ensuring travel to and from meetings are scheduled into the diary;
o Ensuring pre-meeting preparation time is scheduled into the diary;
o Ensuring rooms are booked well in advance both internal & external. This may involve seeking quotes from external providers & arranging for payment of invoices;
o Ensuring an agreed level of protected work time to allow the AD/Department Head time to complete tasks;
o Ensuring an action plan for work to be submitted is planned for and time allocated well in advance of deadlines;
o Supporting with the advertising & recruitment of vacancies within the Associate Directors’ portfolio in a timely manner;
o Arranging job interviews for the Associate Directors’ vacancies;
o Ensuring diary commitments have full and complete detail and any agenda items or other
•Notes that pertain to the diary entry are appended.
•To support with any additional duties at banding level.
You’ll learn the following whilst working at the trust:
1. An in depth understanding of the roles and responsibilities involved in working within the NHS
2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times
3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation
You’ll have the following skills/experience:
· Microsoft applications (teams, outlook, word, excel) - Essential
· Strong Administrative Skills
· Organisational skills
· Attention to detail
· Good communication skills, verbal and written.
· Minute taking and typing skills
· Flexible Working attitude
· Ability to be flexible and proactive
· Healthroster – desirable
As a member of NHS Professionals, you have fantastic benefits:
· Competitive pay rates- work this week, get paid next week
· Essential support when you need it- 24/7 365 days- call us anytime
· Multi locational- work across neighbouring Trusts
· Manage your shifts and timesheets on the go- access your “My Bank” shift portal anywhere, anytime online or through your smartphone
· Varied working options to suit your lifestyle- access to the Bank gives you options of ad hoc shifts or longer-term placements
· Training and development opportunities- Keep up with the essentials and more
· Build holiday allowance for every shift you work- your work life balance is important to us
· Stakeholder pension scheme available- a flexible future for you and yours
Who are NHS Professionals?
We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.
As an equal opportunities’ organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.
Apply Today
By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.
Disclaimer
Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.
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Job Type: Part-time
Pay: £13.13 per hour
Expected hours: 22.5 per week
Schedule:
Work Location: In person
Reference ID: 78786
