Care Group Management Secretary
Job summary
We're looking for an efficient and proactive Management Secretary to provide crucial administrative support to the Digestive Diseases Care Group management team at Hull Royal Infirmary and Castle Hill Hospital. This is a pivotal role in ensuring the smooth operation of our services, helping us deliver outstanding care to our patients.
You'll need to be highly organised, discreet, and possess excellent communication skills.
Essential Requirements:
Proven experience in an administrative or secretarial role, ideally within an NHS or medical environment.
Exceptional IT skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
Strong minute-taking skills and the ability to manage complex schedules.
A professional, confidential, and proactive approach to work.
Main duties of the job
The successful candidate will be responsible for a wide range of essential administrative tasks, including:
Comprehensive Diary Management for senior staff, coordinating appointments and priorities.
Organising and servicing meetings, including scheduling, reserving appropriate venues, and preparing agendas.
Accurate Minute Taking for meetings and ensuring follow-up on all agreed actions.
Managing Incoming and Outgoing Post and maintaining the Shared Inbox.
Handling all aspects of Consultant Study Leave management and processing requisitions.
Maintaining the Employee Service Record (ESR) and requesting Patient Notes as required.
About us
The Humber Health Partnership is one of the largest acute and community Partnership arrangements in the NHS, seeing well over one million patients every year and managing a budget of over £1.3 billion.
Made up of two Trusts - Northern Lincolnshire and Goole NHS Foundation Trust (NLAG) and Hull University Teaching Hospitals NHS Trust (HUTH) - our Partnership has significant ambitions and is committed to delivering world-class hospital and community services for the 1.65 million people we serve.
Together we employ nearly 20,000 staff. Our five main hospital sites are Diana, Princess of Wales Hospital, Scunthorpe General Hospital and Goole and District Hospital, for NLAG and Hull Royal Infirmary and Castle Hill Hospital for HUTH.
As Teaching Hospitals working with the Hull York Medical School, we both lead and contribute to research in many areas - biomedical research, primary care, palliative medicine, cardiovascular and respiratory medicine, vascular surgery, cancer surgery and oncology.
We believe that by developing a diverse, inclusive, innovative, skilled and caring workforce, we can deliver excellent care to our patients and a great future for our employees, our Partnership and our community.
Job description
Job responsibilities
For further details with regard to this vacancy opportunity, please see the attached Job Description and Person Specification.
Please note that, in line with UKVI regulations, this vacancy does not meet the eligibility criteria for sponsorship under the Skilled Worker Visa route. As a result, we are unable to issue a Certificate of Sponsorship for this position.
We remain committed to fair and equal recruitment practices and encourage applications from all suitably qualified candidates who have the right to work in the UK.
We reserve the right to close the advert early in the event of high levels of interest. Therefore early applications are encouraged.
Person Specification
Qualifications
- Typing qualification to RSA II level or equivalent practical experience
- NVQ 3 in Business Administration or similar area or equivalent level of experience
- Hold a minimum of four GCSE 9-4 (A-C) passes or equivalent, to include English & Maths
- Relevant IT qualification or equivalent level of experience
- RSA III, Audio Typing, Shorthand
Knowledge, Training & Experience
- Able to demonstrate secretarial experience supporting a busy senior management team. Experience in using electronic scheduling/diary systems.
- Evidence of effective use of MS Office packages, including Word, Excel and Teams
- Minute taking skills
- Able to demonstrate excellent organisational skills
- Able to deal with conflicting priorities and a complex workload
- Experience of setting up and running effective office systems
- Evidence of effective use of bespoke IT systems
Communication and Interpersonal Skills
- Experience of working in a customer facing environment (face to face and on the telephone) demonstrating positive customer service skills.
- Excellent telephone skills and telephone manner
- Able to work well using own initiative
- Able to demonstrate problem solving ability. Experience of setting up and running effective office systems
- Excellent interpersonal communication skills with a polite and professional manner
- Ability to manage own workload and work on own initiative, dealing with conflicting priorities and able to meet demands of working in a busy environment
- Experience and aptitude for systems and processes preferably within a healthcare environment
Other Requirements
- Ability to work from both hospital sites as required to meet the demands of the service Flexible in working time to the needs of the post
- Willing to undertake any training and development relevant to the post.
- Willing to undertake mandatory training courses.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Hull University Teaching Hospitals NHS Trust
Address
Hull Royal Infirmary
Anlaby Road
Hull
HU3 2JZ
United Kingdom
Employer's website
https://www.hey.nhs.uk/