Job summary
- Main area
- 317 Cardiothoracic Directorate - FH
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 30 hours per week
- Job ref
- 317-2024-27-07-DR
- Employer
- The Newcastle upon Tyne Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Cardiothoracic Directorate
- Town
- 317 01 Freeman Hospital
- Salary
- £22,816 - £24,336 pro rata
- Salary period
- Yearly
- Closing
- 14/07/2024 23:59
- Interview date
- 09/08/2024
Employer heading
Clinical Board Secretary
Band 3
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We’re also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 1.84 million patients ‘contacts’ each year, delivering high standards of healthcare.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.
Job overview
Are you passionate about supporting quality patient care and would like to be part of a Service that provides care across the UK, are you looking for a new challenge?
We currently have a vacancy without our Senior Management Team for a Clinical Board Secretary at the Freeman Hospital and would like to welcome you to be part of our innovative team!
If you are a highly motivated and enthusiastic individual, then we want you!
This role is crucial to providing and maintaining an efficient and effective service to our Senior Management Team. We are looking for someone who likes to collaborate with others as well as across our amazing organisation. We are also looking for someone that has a great eye for detail and can meet deadlines.
If successful, you will be responsible for liaising with clinical and non-clinical professional staff for the delivery of a high standard of care. Your role will directly impact patient experience and be part of providing seamless delivery of care.
- Interview Date: 9 August 2024
- 30 hours/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
You will contribute to the efficient running of the Clinical Board providing personal secretarial support to the Senior Management Team. The post holder must possess exceptional organisational and communication skills and must be able to demonstrate ability to prioritise work and meet deadlines. You must be able to work unsupervised and be able to demonstrate a good level of initiative.
You will provide a comprehensive secretarial support to the Clinical Board and senior management team including diary management, handling telephone calls and incoming messages and enquiries, helping coordinate meetings, circulating agendas and taking minutes at Clinical Board meetings. You will communicate with Healthcare professionals within the Clinical Board and other departments and provide cover for the Director of Operations Personal Assistant.
Working for our organisation
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We’re also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients ‘contacts’ each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Detailed job description and main responsibilities
- Provide a comprehensive secretarial support support to the Clinical Board and senior management team;
- Administer electronic outlook diaries of members of the management team such as making appointments, and assembling the appropriate documents in preparation for meetings. Invite personnel from within the Trust and from external organisations to attend when required;
- Arrange meetings, co-ordinating agendas and invite personnel for discussion/ presentation, attend meetings, taking and distributing minutes as required.
- Utilise excellent communication skills and responsibility for handling confidential and sensitive information and redirecting to the appropriate deputising manager using good judgment;
- Plan and manage own time effectively and work unsupervised on a daily basis;
- Develop and maintain effective communications at all levels throughout the service, Trust;
- Deal with general enquiries from members of staff, external bodies and members of the general public in a polite, professional manner and take messages as appropriate;
- Undertake any other relevant administrative tasks that may be required for the effective running of the service.
Job Purpose
- Provide a comprehensive secretarial support to the Clinical Board and senior management team.
- Communicates with healthcare professionals within the Clinical Board and other departments.
- Provide cover for the Director of Operations’ Personal Assistan
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person specification
Qualifications & Education
Essential criteria
- Appropriate NVQ III Certificate (e.g., Business Administration, Secretarial Support etc) or equivalent level qualifications / relevant experience
- English Language qualification to GCSE level C or equivalent level qualification / relevant experience
Desirable criteria
- OCR / RSA III
Knowledge & Experience
Essential criteria
- Experience of secretarial and administration procedures including diary management, organisation of meetings and minute taking
Desirable criteria
- NHS secretarial experience
- Working knowledge of NHS systems
- Knowledge of HR Policies and Procedures
Skills & Abilities
Essential criteria
- Excellent organisational and time management skills and the ability to prioritise work and meet deadlines.
- IT Skills to include office software packages.
- Advanced keyboard skills including a high standard of word processing skills (e.g., OCR / RSA II or equivalent level qualification / experience)
- Excellent communication skills
- Ability to work without direct supervision and demonstrate a good level of initiative
- Accuracy in the presentation of information
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Kate Woodhouse
- Job title
- Administration Manager
- Email address
- [email protected]
- Telephone number
- 0191 91 77407
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