Support Secretary - CEO Office

Job summary

An exciting opportunity has arisen for a proactive and flexible individual to join us as a Support Secretary within the Chief Executive Office. We are looking for a professional, efficient, motivated and competent secretary to provide full secretarial and administrative support to the Chief Executive Office.

Working in a challenging and constantly changing environment, you will need to have excellent administrative, organisational, communication, interpersonal skills and a good awareness and understanding of sensitive information, ensuring strict confidentiality at all times. The role will involve supporting the PA to the Trust Chair, Chief Executive Officer, Executive Director of Corporate Development and ad-hoc support to the wider Corporate Governance Team.

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.

Working hours are negotiable between 25-30 hours per week, to be worked within core office hour parameters.

Previous applicants need not apply.

Main duties of the job

• Provide a high standard of secretarial/administrative support within the Chief Executive's Office supporting the PA to the Chair, CEO and Executive Director of Corporate Development in delivering their duties.
• Co-ordinate regular meetings, in advance and supplement with the production of agendas, minutes and action plan including effective minute-taking, transcription and distribution at all meetings.
• Co-ordinate regular/ad-hoc meetings including arranging room bookings, catering, technology requirements/liaising with external guests, internal attendees and invited speakers.
• Ensure effective co-ordination of the diaries of the Chair, CEO and Executive Director of Corporate Development.
• Provide effective management for the distribution and prioritisation of incoming mail/emails.
• Effective communication with members of the Management Teams.
• Produce letters, memos, and associated documents to a high standard.
• Monitor and maintain records for sickness and absence and annual/study leave.
• Support the lead PA in the delivery of any regular and ad hoc, data / information requested by the management team, producing reports as required.
• Ensure in liaison with the lead PA there is an administrative presence during usual office hours and that cover is maintained as may be required.
• Act as a liaison between the management teams and functions across the Trust.

Closing date of applications: 2nd April 2025

Interview date: 17th April 2025

About us

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, both professional and leadership development.
• On-going support from recruitment to when you join our team and beyond.
• Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes.

Key Facts:

• We see on average 4810 OP appointments a day.
• We are the 4th busiest Trauma & Orthopaedic outpatients department in England - an average of 2077 per week.
• An average of 1115 patients are seen in A&Es across our network every day - 3rd largest in the country.
• Our hospitals admit an average of 195 emergency patients daily.
• Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
• We are one of only 7 Trusts nationally with more than 50 operating theatres.
• We carry out more than 140 elective procedures each working day.
• UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.

Date posted: 19 March 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,071 to £25,674 a year pro rata pa

Contract: Permanent

Working pattern: Part-time

Reference number: 320-TWS-1638-D

Job locations

Royal Derby Hospital

Uttoxeter Road

Derby

DE22 3NE

Job description Job 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.

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click on the link to check your eligibility before applying for this post as we may be unable to provide sponsorship Impacts of the changes to the UK immigration policy | NHS Employers.

Person Specification Experience/Skills Essential

• Good organisational skills to prioritise and plan own workload to achieve objectives and meet deadlines.
• Good diary management skills.
• Good attention to detail.
• Good communication skills.
• Dealing with queries both face to face and over the telephone from patients, relatives and external organisations.
• Ability to work independently and as part of team.

Desirable

• Experience of working in a secretarial role.
• Experience of minute taking.

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: University Hospitals of Derby and Burton NHS Foundation Trust

Address: Royal Derby Hospital

Uttoxeter Road

Derby

DE22 3NE

Employer's website: https://www.uhdb.nhs.uk/