NHS AfC: Band 3
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Job overview
An exciting opportunity has arisen within our Corporate Governance team for an Administrative Assistant, providing support to the Director of Corporate Governance/Associate Director of Corporate Governance and Head of Corporate and the wider team.
The post holder should be educated to GCSE Level 4 or above for Maths and English.
Applicants will be required to have at least one years’ administrative experience in a similar role and experience of diary management and of taking notes at meetings.
Candidates must be competent in using Microsoft Office, including word/excel/powerpoint etc. They will also need to have good communication and organisation skills.
We are looking for a friendly and enthusiastic individual who has excellent interpersonal and communication skills with a flexible approach and good work ethic.
Main duties of the job
Provide administrative support to the team, including creating files, assisting with diary appointments, filing and archiving records. To answer telephone calls and enquiries, Arrange meetings, as requested. To take notes/minutes at meetings, as required. Organise and maintain an efficient and up to-date filing and digital folder system. To be responsible for opening and recording the mail on a daily basis and where necessary, redirecting mail to the appropriate department/team. Undertake any other duties and responsibilities which may reasonably be required. Provide support to the Head of Corporate Governance, Associate Director and Director where required. To assist with the collation and circulation of meeting papers. To assist with identifying and booking meeting venues, arranging catering and setting up meeting rooms and equipment. To assist with raising requisitions for goods and services and processing of invoices using the Integra electronic system. To assist with authorisation of room bookings using the NUH room booking system. To provide support to the Executive Assistants across a range of secretarial and clerical duties. To assist with the effective working of all IT support within the team including shared drives, document sharing and effective use of. To assist with creating and maintaining the intranet pages and communicating the work of the Corporate Governance Team. To assist in the preparation of presentations for Corporate Governance team.
Working for our organisation
The Corporate Governance team is a relatively small team committed to providing comprehensive and high level advice in respect to the corporate governance agenda. The post holder will work closely with the Executive Assistant to the Chair/Chief Executive and Executive Assistant to the Director of Corporate Governance. Whilst based primarily at Trust Headquarters at the City Hospital campus, the post holder is expected to work across the different campuses when necessary. The team works flexibly, with a mixture of on-site and home working.
Detailed job description and main responsibilities
Please refer to above, (Main duties of the job), Also Person Specification and Job Description attached
Person specification
Qualifications
Essential criteria
- GCSE grade 4 and above Mathematics and English
- One years experience of similar role
Experience
Essential criteria
- one year experience within a similar role
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Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation such as passports, visas and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
