Job summary
Employer heading
Secretary - Estates & Facilities
Band 3
Job overview
We are looking for an experienced Secretary to join our Estates and Facilities Admin Team, supporting the Property & Sustainability team.
Postholders will be required to provide cover and work across both sites as required.
We are looking for an organised, disciplined and enthusiastic person with a mature, responsible and flexible outlook . Previous experience as a secretary is essential
You will need to be able to work in a fast paced environment, You will also be able to work unsupervised and display initiative, whilst being aware of team membership.
Main duties of the job
You will be responsible for diary management; preparation and production of full meeting actions from appointment to taking notes/minutes/actions; management of emails and day to day administrative duties.
You will provide full administration support to the team including raising orders, processing invoices, cost control and recording data.
Working for our organisation
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click here https://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf
Follow us on Social Media:
Facebook – Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Detailed job description and main responsibilities
1. Provide secretarial support to the area. Knowledge and experience required of filing and bring forward systems as well as excellent typing skills including touch and audio typing.
2. Managing and planning diaries - co-ordinating meetings and contacting attendees, booking of rooms and refreshments also ensuring appropriate equipment is available where necessary.
3. Handling of sensitive and confidential information .
4. Transcribing minutes in meetings and typing up minutes, letters and reports. Creating databases and spreadsheets.
5. Ability to prioritise on own initiative and manage own workload.
6. Responsibility for Human Resources matters including SVL’s (Staff Variation Lists), Flexi Forms and annual leave Department
Nov 2020
7. Liaising with suppliers, processing invoices, raising orders and purchase requisitions including inputting financial transactions. There will also be a need to assist in the collation of information and completion of reports and other returns.
8. Assisting in providing sensitive financial information to the Finance department - imputation of EWS (Estates Works Sheets), requisitions and orders, and the collation and authorisation of Estates variations.
9. Maintain a database. This involves the inputting, processing and authorisation of l orders and requisitions, authorisation of invoices and dealing with enquiries.
10. Maintain stock including controlled stationery
Person specification
Qualifications
Essential criteria
- Educated to GCSE standard with 4 GCSE’s at level A-C (or equivalent)
- RSA lll or equivalent
- Minute taking skills
Desirable criteria
- ECDL, CLAIT or IBT qualification
Experience
Essential criteria
- Experience of working as a secretary/administrator
- Experience working in a busy office environment
Desirable criteria
- NHS Experience
- Experience of HR/Procurement systems
- Experience in dealing with the public particularly in stressful situations and ability to empathise and understand the needs of patients and visitors
Knowledge
Essential criteria
- Competent and accurate typing/word processing skills, including knowledge of Word & Excel.
- Confidentiality awareness
- Importance of Human Resource documentation
Skills
Essential criteria
- Ability to use own initiative with support
- Accurate Keyboard Skills
- Ability to work to deadlines
- Able to work with a range of professionals
- Ability to display attention to detail
- Team worker
- Excellent verbal and written communication manner.
Documents to download
Further details / informal visits contact
- Name
- Sam Hall
- Job title
- Deputy Head of Business Services
- Email address
- [email protected]
- Telephone number
- 0151 529 2432
- Additional information
For further details / informal visits contact: Sam Hall, 0151 529 2432
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