About this role
Job summary
Northumbria Healthcare NHS Foundation Trust recognises the central importance of supporting staff and their health and wellbeing. This is articulated in our Health and Wellbeing Strategy, the three-year strategy 2025 - 2028 and integrated staff health and wellbeing delivery plan, as well as in our Community Promise (https://www.northumbria.nhs.uk/about-us/our-community-promise - (our corporate social responsibility pledge to focus on all the ways we can improve people's lives). As one of the largest employers in the Northeast of England the Trust employs approximately 11,000 staff who provide services across health and care sites and in the wider community. These people are our biggest asset helping us provide the best possible care to our patients through their hard work and commitment therefore creating the conditions and environment where our staff can thrive and benefit from the positive impacts of work is a priority.
Occupational Health aims to promote and maintain health, and help the employer prevent accidents and ill health caused at work. Occupational Health provides specialist advice to employees and management on all matters relating to the health, safety and welfare of employees of the Trust, its subsidiaries and other employers who access the service. Our Physical Activity and Wellbeing Team sit within Occupational Health and Wellbeing Services and deliver a wide range of health and wellbeing initiatives to support our staff across all Northumbria sites.
Main duties of the job
To support the Trust in the provision of a high quality administrative/secretarial support to the Physical Activity & Wellbeing team function to enable the efficient running of wellbeing activity for staff. Duties will include:
Diary Management arrangements for Physical Activity and Wellbeing team. Collating, disseminating and distribution of emails and memberships forms relating to base site gym spaces and wellbeing activity in a timely response and always appreciating confidentiality. Type and format various reports for meetings and other reports/updates relating to the wellbeing team. Collate information and format into a presentation for meetings/conferences. Maintenance of Spreadsheets. Collate information for the base site gyms and wellbeing activity. Keeping up-to-date distribution lists. Responsible for the preparation of agendas and taking accurate minutes of various meetings, ensuring members receive appropriate and timely information and follow up on agreed actions as required. Responding to all ad-hoc requests when required. Provide administrative support to the Physical Activity and Wellbeing team.
About us
We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, covering one of the largest geographical areas of any NHS trust in the country. Leading in innovation and quality - opening a state of the art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. Do you want to work in one of the best performing NHS organisations in England? Work in an organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients? You can live and breathe in an area that has the cleanest air, cost effective living, great nightlife, some of the best schools with a wealth of history available on your doorstep. Sound too good to be true? Well it isn't, this is what you get when you work for Northumbria Healthcare, this is the Northumbria Way! Please read 'applicant guidance notes' before submitting your application.
Job description Job responsibilities
Key responsibility of your role will be on diary management for the OHWS Team, this will include management of the E-Rostering System, ensuring staff compliance. As well as identifying any staffing gaps within the rotas, taking initiative to address but also escalate when required.
You will be required to monitor and deal with multiple Microsoft Outlook inboxes, including generic across OHWS and senior management.
Responsible for the organisation and preparation of meetings, including any room bookings, pulling together agendas, accurate minute taking, actions logs and dissemination of papers.
Direct line management responsibilities for staff under your remit, including training and regular supervision ensuring service delivery/KPIs are being met.
Responsible for the management of wellbeing memberships, current and new, ensuring security access requests are completed.
Deal with any immediate OHWS queries and escalate when required.
Day to day person for any administrative tasks required, i.e. travel arrangements, booking of training, ordering via IProcurement.
Person Specification
Qualifications Essential
Relevant Level 3 qualification or an equivalent level of knowledge and / or experience.
Desirable
Good standard of education including literacy and numeracy
Experience Essential
Knowledge and experience of Microsoft Office, including Excel, Powerpoint, Word, and Outlook Previous experience of working in a busy office environment. Experience of working in the NHS or other complex organisation. Experience in organising events involving high level participation taking into account appropriate venues/accommodation/ refreshment requirements Knowledge of data protection and confidentiality issues.
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Northumbria Healthcare NHS Foundation Trust
Address Wansbeck General Hospital
Woodhorn Lane
Ashington
NE63 9JJ
Employer's website https://www.northumbria.nhs.uk/ (Opens in a new tab)