Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 405-24-AC325EBS
- Employer
- Dorset County Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- Trust HQ
- Town
- Dorchester
- Salary
- £22,816 - £24,336 Per Annum
- Salary period
- Yearly
- Closing
- 07/07/2024 23:59
- Interview date
- 15/07/2024
Employer heading
Administration Assistant
NHS AfC: Band 3
Outstanding Care, Outstanding Careers
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Job overview
An exciting opportunity has arisen within the Chief Executives Office at Dorset County Hospital to provide efficient and effective administration support to the Team of Personal Assistants.
The successful candidate will be highly organised, motivated and able to work to deadlines in a busy office environment as part of a larger team.
We are a Trust that celebrates diversity and we are committed to creating an inclusive environment for all employees. We would welcome applications from people in groups which are under-represented in our organisation.
Main duties of the job
The post holder will:
- Manage time effectively to meet deadlines and maintain high standards of efficiency within the role and department;
- Manage the diaries of the Executive Directors ensuring work is organised, co-ordinated and prioritised accordingly in the absence of the Executive Assistants;
- Plan and organise a range of formal meetings including liaising with staff across the Trust and external agencies;
- Be responsible for maintaining the Trust Boardroom electronic diary as required;
Working for our organisation
The Team comprises of 4 Executive Assistants and Business Manager and we are looking for someone who is a team player and will complement the team .
This role will give the successful candidate the opportunity for development into the Executive Assistant role.
We are a Trust that celebrates diversity and we are committed to creating an inclusive environment for all employees. We would welcome applications from people in groups which are under-represented in our organisation.
Detailed job description and main responsibilities
- The post holder will be required to deliver an effective and efficient personal administration function to the Chief Executive Office.
- The post holder will be responsible for receiving telephone calls, emails and responding efficiently and promptly to queries, either personally; by re-directing to the appropriate person/department; or taking a message, and ensuring that appropriate priority is given to urgent enquiries/matters;
- To open, sort/redirect and prioritise incoming post for the manager, as appropriate
- To assist and provide cover for Personal Assistants within the team during busy periods, sickness absence and annual leave.
- The post holder will be required to undertake a range of administrative support to the wider members of the team within the Executive Director’s portfolio;
- To develop and maintain an accurate and current filing system;
- To draft letters and other documents for approval/amendment by the manager. To word-process (audio/copy-typing) and/or prepare a range of other documents, some of which maybe of a confidential/sensitive nature (e.g. reports, business cases, procedures, spreadsheets or presentations);
- The post holder will be expected to plan and organise a range of meetings liaising with staff across the Trust and wider system partners;
- To prepare/draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time;
Person specification
Education, Qualifications & Training
Essential criteria
- Educated to GCSE level or equivalent including English at Grade C or above.
- RSA III in word-processing or equivalent qualification (or equivalent level of skill).
Knowledge & Experience
Essential criteria
- Recent experience in an administration role within a Public Sector setting
- Experience of working with computer systems, to include Microsoft Office, Word and Excel in a working environment.
- Experience of working with a range of staff at all levels.
Skills & Abilities
Essential criteria
- Comprehensive knowledge of secretarial, administrative and operational procedures.
- Evidence of effective communication skills both written and oral.
- Evidence of proven organisational skills with the ability to plan and prioritise work to meet own and departmental deadlines.
Desirable criteria
- Evidence of Windows, dictation and audio-typing skills.
- Evidence of ability to work as part of a team and autonomously, with minimal supervision.
- Evidence of ability to make decisions within defined boundaries.
Documents to download
Further details / informal visits contact
- Name
- Jonquil Williams
- Job title
- Business Manager to CEO
- Email address
- [email protected]
- Telephone number
- 01305 254634
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