Job summary
- Main area
- Children and Young People Directorate
- Grade
- Band 3
- Contract
- 7 months (Fixed term until 30.09.2026)
- Hours
- Part time - 27.5 hours per week
- Job ref
- 205-7814857-A
- Employer
- University Hospitals of North Midlands NHS Trust
- Employer type
- NHS
- Site
- Royal Stoke University Hospital
- Town
- Stoke-on-Trent
- Salary
- £24,937 - £26,598 per annum
- Salary period
- Yearly
- Closing
- 06/04/2026 23:59
Employer heading
Directorate Secretary
Band 3
Job overview
At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.
Main duties of the job
The post holder will be providing and receiving confidential, sensitive or contentious information orally, in writing or electronically to inform the Directorate Management Team. There is a requirement to communicate complicated information to the Directorate and other departments and external clients.
- The post holder will liaise with the management and clinical team members to ensure meetings take place as planned.
- This role will be computer/desk based but the post holder will be expected to visit other administrative/clinical areas.
- The post holder will ensure systems are in place to deliver a high standard of communication to build and maintain good working relationships.
- Outlook will be used as a communication tool, and the post holder will be vital in the smooth running of Directorate meetings, providing papers and transcribing minutes in a timely manner.
- The post holder will be responsible for tracking all RCA’s (Root Cause Analysis) for the Directorate, diary management, setting up meetings, ensuring rooms are booked and sending out invites. The typing of minutes and the distribution of these minutes in a timely and accurate manner.
- The post holder will also be responsible for the updating and data entry of the payroll system.
- They will also be responsible for ensuring papers/documents are ready and prepared for meetings. They will also be ordering/procurement.
- The post holder will also be responsible for payroll and invoicing.
Working for our organisation
University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales. All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential. UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust. At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.
Detailed job description and main responsibilities
The post holder will be providing and receiving confidential, sensitive or contentious information orally, in writing or electronically to inform the Directorate Management Team.
There is a requirement to communicate complicated information to the Directorate and other departments and external clients. The post holder will be expected to meet and greet visitors into the Directorate Management Office and liaise with the management and clinical team members to ensure meetings take place as planned.
A large proportion of this role will be computer/desk based but the post holder will be expected to visit other administrative/clinical areas in order to deliver notes, attend meetings etc.
The post holder will ensure systems are in place to deliver a high standard of communication to build and maintain good working relationships.
The post holder will be responsible for the overall secretarial service provided to the Directorate Management Team and this will involve diary management, setting up meetings via MS Teams or Face to Face, ensuring rooms are booked and sending out invites. The typing of minutes and the distribution of these minutes in a timely and accurate manner. The post holder will also be responsible for the updating and data entry of the payroll system. They will also be responsible for ensuring papers/documents are ready and prepared for meetings. They will also have the responsibility of ordering/procurement for the Child Health Management Team.
The post holder will also be responsible for payroll input, including New Starters, transfers and changes in leave/absences.
Person specification
Essential Qualifications
Essential criteria
- 5 GCSE’s Grade C or NVQ level 3 or equivalent, broad experience over the various skills of the role.
- NVQ 3 in Business Administration or equivalent relevant experience
Desirable criteria
- RSA III Word Processing or relevant equivalent
Knowledge, Skills, Training and Experience
Essential criteria
- Knowledge of Microsoft Office package
- Knowledge of patient administration and other related systems
- Ability to demonstrate good working relationships with people at all levels and as part of a team
- Significant experience within a Secretarial/ Administration role
Desirable criteria
- Minute-taking and transcribing skills
Personal Qualities
Essential criteria
- Self-Motivation & Self reliance
- Friendly, approachable and a professional attitude to work
Desirable criteria
- Honest, Reliable and Trustworthy Adaptable
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.
Documents to download
Further details / informal visits contact
- Name
- Gemma Street-Price
- Job title
- Junior Operation Service Manager
- Email address
- [email protected]
- Telephone number
- 01782 671522
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