Senior Secretary - Acute Medicine Management Team

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.

Armed Forces and Disability Confident guaranteed interview scheme

The scheme will operate for all external recruitment.

Reasonable adjustments under the Equality Act 2010 will be considered upon request.

If you require support/adjustments with your application please contact the recruitment team on 01332 788466

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

Job overview

We are looking for a Senior Secretary for the Acute medicine business unit.

The successful candidate will provide a professional and comprehensive senior secretarial service to the Business Unit/Corporate Function teams ensuring the effectiveness of all communications and organisational systems.

In addition to providing a professional and comprehensive senior secretarial service to the Business Unit the main duties of the role include providing day to day supervision of a team of secretaries as appropriate to the needs of the service.

Part time hours also considered

Main duties of the job

Responsible for the operational management of the administration processes and functions of the team.

Responsible for effective communication across all boundaries using negotiation and persuasion skills to ensure the delivery of a comprehensive secretarial service.

Responsibility for managing highly confidential, extremely sensitive information on a regular basis. Discretion required at all times.

Co-ordinate all Business Unit, Corporate meetings and off-site meetings

Ensure the effective co-ordination of the Manager's diary/scheduler.

Provide effective management for the distribution and prioritisation of incoming mail/emails.

Produce letters, memos, and associated documents to a high standard.

Responsible for monitoring and maintaining records for sickness and absence and annual/study leave across the Senior Management Team .

Manages the management team rotas, maintains and validates department databases producing accurate reports as required.

Provide general administrative support to the Senior Management Team/Director as appropriate, to enable the organisation of meetings, agendas, minutes and appraisal documentation.

Act as a liaison between the management teams and functions across the Trust.

Interview Date: 4 March 2025

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, 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.

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.

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

Qualifications, Knowledge, Training and Experience

• A good standard of English to O'level/GCSE or equivalent and ability to demonstrate both written and verbal communication skills
• RSA3/OCR qualification or equivalent knowledge and skills
• NVQ 3 in Business and administration or equivalent knowledge and skills
• Experience of working in a secretarial role with some supervisory responsibility.
• Experience of handling confidential/ highly sensitive information and a clear understanding of information governance and trust guidelines.

• An understanding of the 18-week RTT process and a knowledge of the Trust Patient Access Policy and an agreement to adhered to these policies according to National Trust Guidelines as appropriate to the role.
• Experience of working in a medical secretarial role and an understanding of medical terminology.
• Experience of minute taking for senior team/corporate meetings.

Planning and Organisational Skills

• Demonstratable experience of prioritising tasks both individually and for a team according to changing/ unpredictable situations
• Experience of liaising with internal and extrenal contacts and departments to reschedule meetings as required in line with service demands.

Our Trust aims to provide the highest quality care to patients within Derbyshire and South East Staffordshire and we want the very best people to work with us.

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IMPORTANT INFORMATION

If we receive a high number of applications for this position we reserve the right to withdraw the post before the closing date, therefore it is advisable that you apply as early as possible to avoid disappointment.

At UHDB , we offer different ways to work flexibly to each and every one of our colleagues, many of whom already work flexibly at all sites of the Trust.

For our roles we are open to discussing the possibility of part-time/ reduced hours/ compressed hours/ flexible start and finish times/ fixed/flexible shifts/annualised hours/ term time hours/ hybrid working – working partly in the trust/partly at home.

Why don’t you talk to us at interview about the flexibility you would like to explore and what it means to you, and we will discuss what’s possible for the job and team, and the opportunities we might be able to create together.

We can’t promise to give you exactly what you want, but we do promise to work with you to look at all the available options.

Most of our posts are subject to a DBS check, however having a criminal record will not necessarily bar you from obtaining a position. Please be aware that all new employees starting work with us will be charged for the cost of their DBS check, if it is required for their role.

All correspondence relating to your application will be sent to you via our trac.system account. Please ensure that you regularly check your emails; this includes junk/spam, as your security settings may not recognise the sender.

Anyone from outside of the UK (excluding from the Republic of Ireland) will need permission from UK Visas and Immigration (UKVI) to work in the UK and may also need entry clearance before travelling here.

UKVI is responsible for managing migration. To obtain a visa or entry clearance, you will need to meet certain requirements and demonstrate you have the right the work in the UK via:

• the points-based immigration system
• the EU settlement scheme
• eVisa

During the course of its employment activities, University Hospitals of Derby and Burton NHS Foundation Trust collects, stores and processes personal information about prospective, current and former staff.

Our Privacy Notice includes applicants, employees (and former employees), workers (including agency, casual, honorary and contracted staff), volunteers, trainees and those carrying out work experience – please refer to our Privacy Notice available on our Trust website: https://www.uhdb.nhs.uk/information-governance