About this role
Job summary
An exciting opportunity to develop your administrative career
An exciting 12-month secondment opportunity has arisen for an organised, proactive and enthusiastic Personal Secretary to join the Estates & Facilities team.
This is a varied and rewarding role in which you will provide high-quality administrative and secretarial support, helping to ensure the smooth and efficient running of the department. You will act as a key point of contact for the Head of Capital, manage a busy diary, coordinate meetings and communicate with colleagues, contractors and suppliers.
The role offers an excellent opportunity to broaden your experience, develop your organisational and financial administration skills and work closely with senior managers across Estates & Facilities
NHS employees should obtain their manager's approval for a secondment before applying, as this will be a condition of any offer made. Although the post is currently advertised as a fixed-term position, there is a possibility that it could become permanent in the future without the need for re-advertisement.
Main duties of the job
Your responsibilities will include:
Managing diaries, appointments and meeting arrangements Preparing agendas, papers, minutes, reports and correspondence Responding to enquiries and dealing with matters using your own initiative Liaising with internal colleagues, senior managers, contractors and suppliers Processing orders, invoices, credit notes and payment information Maintaining accurate financial, capital expenditure and audit records Supporting the preparation of ERIC returns and associated reports Providing flexible administrative support across the wider team when required About you
We are looking for someone who:
Has strong administrative, organisational and communication skills Can manage competing priorities and work accurately in a busy environment Is confident working independently and using their own initiative Has excellent attention to detail Can handle sensitive or complex information appropriately Is comfortable liaising with colleagues and external organisations at different levels Is flexible, approachable and committed to providing an efficient service You will be joining a supportive team and playing an important role in helping Estates & Facilities deliver an effective service across the Trust
About us
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust is proud to provide high-quality acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, our staff are central to everything we do -- we believe that happy staff make for happy patients, and this ethos underpins our culture and our success.
We have a strong, recognised track record in staff engagement and in living our values:
People at the Heart
Listen and Involve
Kind and Respectful
ONE Team
We are committed to placing patients at the heart of every decision and delivering safe, effective care that protects dignity and enhances experience. We seek to recruit people who share our values, our passion for high-quality care, and our belief in working together as One Team.
At WWL, we recognise the strength that comes from a rich and diverse workforce. We welcome applications from all sections of society and are dedicated to creating an inclusive environment where everyone can thrive.
Job description Job responsibilities
The Secretary is responsible for providing an efficient and effective administrative, secretarial and clerical support service to ensure the smooth running of the Estates and Facilities department in Suite 8, Buckingham Row
Your responsibilities will include:
Managing diaries, appointments and meeting arrangements Preparing agendas, papers, minutes, reports and correspondence Responding to enquiries and dealing with matters using your own initiative Liaising with internal colleagues, senior managers, contractors and suppliers Processing orders, invoices, credit notes and payment information Maintaining accurate financial, capital expenditure and audit records Supporting the preparation of ERIC returns and associated reports Providing flexible administrative support across the wider team when required
Person Specification
Qualifications Essential
Secretarial/Admin Qualification, such as BTEC or NVQ3 or equivalent level of knowledge Computer literate and good knowledge of Microsoft packages Qualified to GCSE standard of general education, including English language
Desirable
ECDL
Experience Essential
Experience of working with sensitive and confidential information Experience of a busy office environment Experience of coordinating effective business administration services Experience of team working Drafting agendas/Minute-taking/Drafting letters and memos Evidence of ability to take decisions to manage competing priorities to meet tight deadlines Willingness and ability to work flexibly with changing priorities, using own initiative
Desirable
Experience of working within the NHS
Skills Essential
Excellent communication skills with experience of working with a wide range of professionals and the public Excellent organisational skills Ability to deal sensitively with confidential information Able to work on own initiative and as part of a team Ability to prioritise workload
Knowledge Essential
Good knowledge of Microsoft Office Understanding of confidentiality and data protection Good knowledge of Centros system and how to raise and receipt orders and deal with discrepancies
Desirable
Knowledge of Trust policies and procedures
Additional Essential
Flexible Professional appearance and approach Patient/Polite/Diplomatic Alignment to Trust Values and Core Behaviours Highly motivated with evidence of an ability to work without direct supervision and to use own initiative Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address Estates & Facilities Office, Suite 8, Buckingham Row, Wigan, WN1 1XX
Estates & Facilities Office, Suite 8, Buckingham Row
Wigan
WN1 1XX
United Kingdom
Employer's website http://www.wwl.nhs.uk/ (Opens in a new tab)