Secretary to Associate Director of Quality Governance

Job overview

Secretary to the Associate Director of Quality Governance (Agenda for Change Band 3)

With the implementation of our Group Quality Governance arrangements, there is no better time to join the team and contribute to our continued improvements for our patients' safety, experience and the effectiveness of the care and treatment provided in our hospitals.

We are seeking to recruit a candidate who has a keen interest in supporting a wider team as well as being a secretary to the Associate Director of Quality Governance. We seek someone who is highly motivated, efficient, and able to work well as part of a productive team.

Main duties of the job

1. Provision of comprehensive and effective secretarial/administrative support to the Associate Director of Quality Governance by dealing with personal callers, telephone enquiries and incoming and outgoing emails which could be of a sensitive and occasionally contentious nature, and maintaining confidentiality of information at all times.
2. Monitor the Associate Director of Quality Governance's Outlook inboxes, ensuring that any urgent messages are brought to their attention or take other action as appropriate.
3. Ensure that by working with other staff within and outside of the Directorate, the work of the Associate Director of Quality Governance is carried out smoothly, confidentially and effectively, and that all Group/Trust/directorate policies and procedures are adhered to in a coordinated single approach.
4. Effectively manage the diaries for appointments, meetings, travel and accommodation etc.
5. To organise and schedule meetings as requested; booking suitable internal/external venues (with refreshments and/or equipment as required); checking attendee availability; draft preparation, collation and distribution of agenda and supporting papers; attending to take minutes/notes as required; and maintaining master files (electronically and manually) for meetings of which the Associate Director of Quality Governance is responsible.
6. Provide general secretarial/administrative support to clinical governance processes.
7. Provide secretarial support through note/minute taking at meetings.

Person specification

Education and qualifications

Essential criteria

• RSA III Word Processing or equivalent.
• Sound educational background.

Desirable criteria

• Willing to study for appropriate qualifications (if and when required)

Occupational experience and abilities

Essential criteria

• Minimum 2 years secretarial experience.
• Working knowledge of computer packages (i.e. Microsoft Word, Excel, Outlook and PowerPoint).
• Organising meetings & minute taking
• Managing diaries
• Advanced keyboard skills
• Thorough knowledge of Microsoft Office.
• Experience of maintaining an effective filing system.

Desirable criteria

• NHS experience

Knowledge & Skills

Essential criteria

• Organisation/prioritising.
• Flexible
• Ability to communicate with people confidently (internal & external to the Trust)
• Excellent telephone manner
• Diplomacy and tact
• Team member
• High standard of accuracy
• Ability to act on own initiative
• Excellent presentation skills
• Exert assertion where necessary
• Ability to work under pressure and to time constraints where necessary

Desirable criteria

• Willing to attend in house training
• Relevant NHS legislation, policies, protocols etc knowledge.

Personal Qualities

Essential criteria

• Must be able to demonstrate a clear understanding of core trust values and be able to articulate in practice
• Good time management skills
• Ability to travel if required
• Enthusiastic and positive approach to work
• Professional appearance
• Polite
• Supportive and helpful nature
• Willing to learn new systems as required

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.