About the role
Salary: £28392.00 to £31157.00
The Divisional Secretary will provide comprehensive administrative and organisational support, enabling the Divisional leadership team to work effectively and focus on key operational and leadership priorities. The postholder will take responsibility for diary and schedule management, correspondence, meeting coordination and preparation, and act as a key point of contact for the wider leadership team. Working with a high degree of autonomy, they will prioritise urgent matters, maintain effective administrative and filing systems, prepare presentations and meeting documentation, and ensure actions, papers and minutes are progressed within agreed timescales. The role will also support the organisation of events, workshops and other key activities, while maintaining awareness of relevant Trust policies and wider NHS developments.
Coordinate the leadership teams diary in an efficient and effective way.
Being first contact for the leadership team and taking autonomous action as appropriate.
Manage all incoming and outgoing mail, ensuring that urgent correspondence and messages are given priority.
Produce power point slides for presentations as directed by the leadership team.
Update and maintain mailing for distributing information, and contact details.
Maintain an effective and secure filing system.
Set up and maintain an effective bring forward system.
Maintain knowledge of NHS developments/initiatives both locally and nationally and Trust policies and procedures.
Organise and prepare meetings and agendas.
Take notes/minutes of meetings as required, liaising with the leadership team to ensure deadlines for producing and circulating papers and minutes are agreed and met.
Arrange specific events and hospitality as required, e.g. conferences, seminars and workshops.
Manage the submission of leadership team papers to the Executive Management Board, relevant Trust Boards, the ICS and other agencies as required.
Deal with matters arising from the clinical areas of work sensitively, and maintain confidentiality at all times.
Ensure the leadership team are briefed on circumstances/developments that have occurred during their absence so they are in possession of all up to date facts.
Maintain personal files, annual leave and sickness records for all staff reporting to leadership team.
Key qualities required to carry out the role: