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Job overview

The post holder will provide a full secretarial and administrative service to optimise the time of the designated matron/manager.  The post holder will be expected to have or develop in-depth specialist knowledge of the team/service/division and the ability to work autonomously to provide detailed advice and information to whoever requests it.   The role will require constant awareness of the work and key priorities of the division, and dealing with highly confidential and sensitive matters.

Main duties of the job

• Responsibility for providing a full secretarial and administrative service to the designated matron .  This will include diary management, management and production of all correspondence and the development and maintenance of document management and other administrative systems.
• Autonomously monitor e-mail and other correspondence and respond where appropriate.  To prepare responses and bring essential items to the attention of the designated matron for action.
• Monitor the staff rota, update and initiate actions as appropriate to maintain safe staffing levels on a daily basis to cover sickness, and plan to cover training and annual leave. Escalate as necessary.
• Manage the recruitment process for the department including the use of the vacancy system, organising interviews, and managing the  process including sorting the necessary paperwork and new starter induction arrangements.
• Establish and implement policies and procedures to maintain efficient department/office and filing systems to facilitate the smooth running of the administrative services, ensuring that the working environment is kept tidy, safe and secure.
• Responsible for preparation and management of key meetings.  This will include coordinating bookings, drafting of agendas, production of formal minutes, dealing with action points, and tracking progress on actions.  Events might require you working with the communications team.
•  ensure that urgent and sensitive items are dealt with accordingly.

Working for our organisation

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.

Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.

We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.

The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.