Job summary
- Main area
- Administrative & Clerical
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Part time - 35 hours per week
- Job ref
- 188-THQ1120624
- Employer
- University Hospital Southampton NHS Foundation Trust
- Employer type
- NHS
- Site
- Southampton General Hospital
- Town
- Southampton
- Salary
- £25,147 - £27,596 pa pro rata
- Closing
- 16/07/2024 23:59
- Interview date
- 29/07/2024
Employer heading
Divisional Governance Administrator
Band 4
Job overview
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for a detailed job description of the role.
Please note this vacancy is open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT.
Main duties of the job
An exciting opportunity is available for a skilled and experienced administrator to join UHS within the division B governance team. As the successful post holder of this role, you will be essential in supporting the division’s governance agenda which promotes safe, effective care and a positive patient experience. You will have excellent attention to detail, strong IT skills, and a friendly ‘can do’ approach.
Division B encompasses a vast number of diverse services including Cancer Care, Emergency Medicine, the Helicopter Emergency Medical Service, Medicine, Specialist Medicine, and Pathology. Sitting in the centre of this is the governance team who support these services to self-regulate the care and treatment they provide. We are a small team of 5 who are eager to embrace the Trust value. In addition to working within this large division, we regularly interlink with the wider Trust and corporate functions and build relationships with staff at all levels and professions.
Working for our organisation
As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to.
Specific to this role is the suitability for agile working which is a mixture of on-site and remote working. In addition, we are open to discussing flexibility in the hours that you work. Please talk to us at the interview about the flexibility you need, and we will explore what’s possible for the role and service.
UHS employees can access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.
Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.
Detailed job description and main responsibilities
Key Responsibilities
- Administer governance and risk meetings including preparation of agendas and papers, circulating these in advance, coordinating attendance, and taking minutes.
- Provide a secretarial and personal administrative service to the divisional governance manager and team.
- Act as a point of contact for the team managing the post, email account, and telephone lines.
- Draft and prepare documents and correspondence.
- Utilise exceptional organisational skills to support the team in meeting deadlines for upcoming panels, inquests, and safety alerts.
- Provide a fully comprehensive administrative service including filing, scanning, copying, and organising meetings.
What we’re looking for
- Someone who cares about people and is passionate about putting patients first.
- Excellent IT skills
- Experience in taking minutes and recording and monitoring actions
- A self-driven individual who can work both independently using their initiative and collaboratively as part of a team.
- Exceptional attention to detail
- Strong communication skills both verbally and in writing
- Able to appropriately deal with sensitive and confidential information
Person specification
Qualifications / training required
Essential criteria
- RSA3 word processing/typing, or equivalent.
- As a minimum, to be educated to GCSE (or equivalent) standard, with a pass in English.
- Knowledge of business and admin policies to NVQ 3 standard or equivalent experience/qualification
Previous or relevant experience necessary
Essential criteria
- Experience as a secretary or administrative assistant in a fast paced environment.
- Experience of high quality minute taking
Desirable criteria
- Experience of working in a governance role with a working understanding of the principles and terminology.
- Experience of high quality minute taking.
- Experience of delivering own work priorities
Aptitudes and skills required
Essential criteria
- Able to prioritise and manage a large and conflicting workload to meet agreed timescales appropriate to the role
- Proficient in the use of Microsoft Word, PowerPoint, Excel and computerised diaries.
Desirable criteria
- Proficient in the use of Trust IT systems
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Lydia Roxburgh
- Job title
- Division B Governance Manager
- Email address
- [email protected]
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