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University Hospitals of Derby and Burton NHS Foundation Trust logo
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Secretary / PA

Band 3

Main area
Imaging
Grade
Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week (Monday - Friday)
Job ref
320-CDCS-1832-INT
Site
Royal Derby Hospital
Town
Derby
Salary
£20,330 - £21,777 pa/pro rata
Salary period
Yearly
Closing
06/07/2022 23:59
Interview date
20/07/2022

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together.

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

With over 13,000 members of staff you can expect huge variety and new opportunities every day! Our staff go above and beyond and take pride in caring for our patients.

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services.  The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

As a Trust we promote an inclusive environment and welcome applications from a diverse pool of talent and backgrounds.  All individuals are valued and given every opportunity to succeed based on merit.

The Trust actively encourages applications from members of our Black, Asian and Minority Ethnic communities. These groups are under-represented in our organisation, and it’s important to us that our workforce reflects the diversity of our communities as much as possible.

University Hospitals of Derby and Burton NHS Foundation Trust is fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services.  The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for; 

Job overview

An exciting opportunity has arisen for a proactive and flexible individual to join us as a Secretary/PA within the Imaging Management Administration Team.  We are looking for an efficient, motivated and competent secretary to provide full secretarial and administrative support to the Imaging Business Unit. 

Working in a challenging and constantly changing environment, you will need to have excellent administrative, organisational, communication and interpersonal skills.  The Imaging Business Unit is an exciting and innovative business unit with a diverse range of modalities and a growing medical workforce and team to support. 

You will also need to possess the ability to multi task at a high level, pay close attention to detail and work on your own initiative. You will need to be able to demonstrate the skills required to manage the workload in a proactive and effective manner.

Main duties of the job

Duties will include a full range of administrative tasks, including:

  • managing electronic diaries
  • dealing with enquiries from staff, the public and patients
  • typing correspondence and reports
  • organising invites, booking venues, times and coordinating/collating papers for meetings
  • taking minutes
  • maintaining both a paper and electronic filing system
  • operating an effective bring forward and tracking system and monitoring actions
  • raising orders relevant to area
  • Word processing skills are essential, as is proficiency with Microsoft packages, particularly Word, Excel and PowerPoint.
  • Typing and dispatch of clinical correspondence related to NHS medical patients.

You will provide a full secretarial and administrative service to the Business Unit management team, including the Clinical Managers for each modality; with the support of other team members and under the guidance of the Operational Co-ordinator.  You may also be required to provide phone cover for the medical secretaries and admin staff during lunch break, leave and sickness when there is a shortage of staff.

Closing date of applications:  6 July 2022

Interview date:   20 July 2022

 

Working for our organisation

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

  • Development opportunities, including both professional and leadership development
  • On-going support through every step of the way from recruitment to when you join our team and beyond.
  • A variety of other staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts about our Trust:

  • Our hospitals see more than 4,000 outpatients daily
  • We see more Trauma & Orthopaedic outpatients than any other Trust – over 3,300 per week
  • An average 860 patients are seen in A&E every day – 6th largest in the country
  • Our hospitals admit more than 220 emergency patients daily.
  • We carry out more planned surgical operations than any other Trust in England with almost 50,000 operations taking place in our 52 operating theatres
  • We are one of only 5 Trusts nationally with more than 50 operating theatres
  • We carry out more than 300 elective procedures each working day

Detailed job description and main responsibilities

Please see attached Job description and Person Specification. To apply please click APPLY FOR THIS JOB – this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.

Person specification

Qualifications

Essential criteria
  • Demonstrates a good standard of Literacy and Numerical Skills. Educated to GCSE in English and Maths (grade 4 and above) or O Level (grade C and above)
  • Advanced level of IT literacy with experience of using a range of IT applications
Desirable criteria
  • NVQ III in Business and Administration or equivalent knowledge and skills

Knowledge and Experience

Essential criteria
  • Ability to work independently and as part of a team
  • Experience working in a support secretarial role
  • Demonstrates experience taking minutes and action notes
  • Experience managing and prioritising diaries
Desirable criteria
  • Knowledge of trust systems including ESR, EOL, Health Roster

Behaviours

Essential criteria
  • Good organisational skills to prioritise tasks and assess straightforward facts and situations when resolving conflicting diary appointments where there are a choice of options i.e. venues, dates, delegates etc

Employer certification / accreditation badges

Armed Forces CovenantNo smoking policyMindful employer.  Being positive about mental health.Disability confident employerArmed Forces Covenant (Silver Award)Step into health

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

Apply online now

Further details / informal visits contact

Name
Karen Kemplen
Job title
Operational Co-Ordinator
Email address
karen.kemplen@nhs.net
Telephone number
01332 783217

If you have problems applying, contact

Address
Recruitment Team, Workforce Management
Training Centre
Rehab Block, Level 3
Royal Derby Hospital
Derby
Derbyshire
DE22 3NE
Telephone
01332 786187 / 07385 367224