Job summary We are lookingto recruit an experienced Directorate Managers Support to help and support DirectorateManagers and Matrons across Community Services to cover maternity leave.The post holder should:Be able to demonstrateexcellent written and verbal communication skills and telephone etiquette.Toremain confidential and discreetHave experience of diary managementExperienced in organising and prioritising tasksBeproficient in the use of Microsoft packages and experience of using Meditechand/or EMIS would be advantageousHaveexcellent IT input skillsBe ableto maintain a stationery supply to the directorate and be responsible forrequisitioning and management of invoices in the Directorate officeThe post holder will be required to provide DMsupport from bases at Clarendon and The Childrens Centre, as part of aDivisional admin cover rota, working flexibly around the Divisional needs.The post willwork between the hours of Monday to Friday (30 hours)The post holder will work across 2 Directorates within the Community Division, as part of a team of administrators for the senior management within the Division.The management teams work across Community services and from 2 bases; Clarendon and The Children's Centre, where admin support will be required at each base.
This will be agreed with the other members of the admin team, on a rota basis.
Main duties of the job Main duties of the post include:Toprovide personal assistance to the Directorate Manager in formulatingdirectorate plans, policies and strategies, and monitoring arrangements fortheir implementation.Toprovide an efficient, effective and robust secretarial service to theDirectorate Manager and Matron, including record keeping, managing diaries,taking messages and general office duties.
Tocollect, collate and circulate, as appropriate, specific information requiredby the Directorate Manager, including activity and performance analysis, study,annual and sickness leave.
Toprocess orders when required.
Toprovide support to the Directorate Manager and Matron for meetings by preparingand circulating papers, including Agendas.
Toarrange HR meetings on behalf of the Directorate manager, Matron and CTMs andtaking minutes of meetings including HR meetings in line with Trust policy.
Towork with, and provide cover for, other secretarial staff, if required, withinthe Directorate.
Anyother duties appropriate to grade and post as requested by the DirectorateManager.
Underthe direction of the Directorate Manager, support with patient complaints,undertaking routine collection of statements and drafting initial responses asrequired.
About us Please help us by adding your telephone number to your application form this will allow us to contact you quickly if required.One Team One Trust - There are many reasons to work at our Trust.
From our commitment to putting people first to our accessible services and award winning teams.
We have a passion for research, innovation and tackling inequalities.
We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.
Looking after our workforces health and wellbeing is a priority for STSFT.
We also provide access to high quality education, training, career progression and support.
Flexible working is supported via the Trust's Flexible Working Policy.The Trust employs around 8,300 people and provides a range of hospital services to a local community of around 430,000 residents.
We also provide a range of more specialised services outside this area, in some cases to a population as great as 860,000.
We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Childcare Co-ordinator to help staff with childcare arrangements.
The Trust will not accept applications which are found to be AI generated.
Job description Job responsibilities The post holder willprovide comprehensive administrative and secretarial support to the DirectorateManagers and Matrons.This will include:Toprovide personal assistance to the Directorate Manager in formulatingdirectorate plans, policies and strategies, and monitoring arrangements fortheir implementation.
Toprovide an efficient, effective and robust secretarial service to theDirectorate Manager and Matron, including record keeping, managing diaries,taking messages and general office duties.
Tocollect, collate and circulate, as appropriate, specific information requiredby the Directorate Manager, including activity and performance analysis, study,annual and sickness leave.
Toprocess orders when required.
Toprovide support to the Directorate Manager and Matron for meetings by preparingand circulating papers, including Agendas.
Toarrange HR meetings on behalf of the Directorate manager, Matron and CTMs andtaking minutes of meetings including HR meetings in line with Trust policy.
Towork with, and provide cover for, other secretarial staff, if required, withinthe Directorate.
Anyother duties appropriate to grade and post as requested by the DirectorateManager.
Underthe direction of the Directorate Manager, support with patient complaints,undertaking routine collection of statements and drafting initial responses asrequired.PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR MAIN DUTIES OF THE ROLE Person Specification Physical Skills Essential Provide DM support from both bases at Clarendon and The Childrens Centre, as part of a Divisional admin cover rota, working flexibly around the Divisional needs Moving and Handling of office equipment and supplies Ability to sit at workstations as necessary to perform the post Skills and Knowledge Essential Proven interpersonal and communication skills Effective written communication skills Data input skills Can demonstrate planning and organisational skills Can demonstrate the ability to prioritise in order to meet deadlines To be able to work without direct supervision Desirable Ability to deal with difficult situations and people Qualifications Essential To be proficient in the use of Microsoft Office packages including Word, Powerpoint, Excel, Access and Outlook NVQ Level 3 Business Administration (or equivalent) GCSE English or equivalent level 2 qualification Desirable Knowledge of Hospital Information Systems - Meditech Experience Essential Experience of organising and prioritising tasks Experience of an office environment, working as part of an admin team to achieve deadlines Desirable Experience of working in the NHS