Support Secretary

The postholder will be responsible

for providing an efficient administrative service to support the Executive Assistants and Executive Directors.

Duties of the role include diary

management (electronically),

telephone enquiries, reception cover, managing and distributing incoming post,and other such clerical duties within the department.

The post holder should be reliable and have

a flexible, proactive and professional approach to ensure the smooth running of the

Executive Suite is maintained.

Job Purpose: To be responsible

for providing an efficient administrative service to support the Executive Assistants within the Executive Suite.

Key Duties

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To assist with the day-to-day running

of Executive Directors

diaries as and when required.

the Executive Directors, Deputies and their EAs, undertaking duties as required to enable the smooth running of the office.

contact for telephone and face to face enquiries and act on them as

appropriate, accurately recording messages and enquiries and ensuring onward

transmission if necessary.

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Maintain the post log within the Executive Office,

ensuring that all incoming post is distributed to the relevant individuals, and

drafting correspondence where appropriate.

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To collate the whereabouts of the Executives on a monthly

basis.

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To

take notes and actions at meetings where requested. To

include the use of Copilot to transcribe meeting notes and action logs.

good working relationships with Non-Executive Directors

and Executive Directors.

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To manage room bookings

and catering for meetings as and when required

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Use the Trusts Procurement

system to ensure stock levels of stationery remain adequate and raising other

Purchase Orders when required.

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To support the Executive team

in ensuring the efficient and timely execution of matters associated with the

Trust Board.

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To book all rooms and refreshments for Trust Board and subcommittee meetings.

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Liaise with the Communications Team on the update of the Trust

Board web pages.

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To undertake such other duties as required by Line Manager.

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To support the correct

receipt and handling of tenders when required.

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To assist with the management of any internal/external events.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.

Knowledge/Skills

Qualifications

Experience