Team Secretary, Band 3

at  Gloucestershire Hospitals NHS Foundation Trust

Great care can change everything. At Gloucestershire Hospital NHS Trust we want to deliver outstanding care. The Medicine Division provides unscheduled, specialty and planned care services across a variety of medical specialties on both the main hospital sites in Cheltenham and Gloucester. This includes emergency services, inpatient acute care, interventional and theatre environments as well as a large number of long lengths of stay patients awaiting onward care.
If you are interested in working in a fast-paced, hardworking and friendly team then this role might be the one for you!
The Team Secretary role is an exciting opportunity to work in the largest division within GHNHSFT. You will be key in providing expert administration support to the Matron’s who play a vital role within our division as well as supporting collation of rotas and administration of Divisional meetings. Candidates should have proven experience in an administration role demonstrating insight and the ability to think autonomously, also acting on own initiative. The role is full time with no weekend work.
The proposed interview date is 16th July
You will be joining a friendly and hard-working administration team who provide support to the Divisional Tri, Deputy Divisional Tri’s, a team of ten Matrons and Operational Managers within the Medicine Division. You will also on occasion, be required to support the wider team consisting of Ward Managers.
Working here, you will benefit from the support of an experienced, friendly and enthusiastic team committed to the delivery of providing brilliant administrative support to the Medical Division. We will provide you with training, a supportive network of colleagues and management teams, and a commitment to helping you grow your skills with regular review meetings with the Band 4 Supervisors and Lead Admin Coordinator.
This role will support half of the Matron team whilst also being responsible for rota collation and creation for the Division, as well as administrative support for divisional meetings. This role will cross-cover with the existing band 3 secretary during times of annual leave/sickness/increased demand.
Gloucestershire Hospitals is one of the largest hospital trusts in England serving a diverse population of almost 620,000 people. We provide acute hospital services from two large district general hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital. Maternity Services are also provided at Stroud Maternity Hospital.
Our people are at the heart of what we do. Our workforce is almost 8,000 strong and our caring and dedicated staff are recognised as providing good and outstanding patient-centred care across a range of clinical areas. We also have exceptional teams of professional services staff underpinning our vision every step of the way.
We are committed to recruiting the best people to work with us to achieve our vision of providing Best Care for Everyone and our success depends on the commitment and dedication of our staff.

We are committed to diversity, inclusion and equality of opportunity for everyone, valuing and celebrating differences and encouraging a workplace and culture where all can thrive. We endeavour to ensure each and every person working in our organisation feel respected and valued. Respecting and valuing differences will help to ensure that our policies and services reflect the needs and experiences of the people and community we serve.

• To provide full secretarial and administrative support to the Matron Team within the Medicine Division
• Use initiative to prepare drafts of correspondence and reports, seeking approval before sending out
• Manage and maintain diaries and appointments, including arranging meetings and visits
• To prepare agendas and minute all meetings chaired by the Matron and ensure that decisions at these meetings are logged and actioned satisfactorily
• To utilise procurement systems ensuring prompt ordering and receipting upon delivery as well as raising invoices and keeping accurate records
• Collation of information into spreadsheets with appropriate formatting for any required analysis
• Supporting other members of the team with collation of records for meetings and audits
• To cover for colleagues annual leave – including cover of meeting preparation, organisation and minute taking
• To work in a way that ensures the best support to the Band 5 Divisional PA and Lead Admin Coordinator, in way of supporting with their workload
• Organising recruitment packs when needed
• To accurately complete Variation Forms on behalf of the Matron Team within a timely manner
• Creation and collation of staffing rotas for the Matron, Ward Managers and Lead Nurses and Divisional Weekend Plan
• Administration support for a variety of Divisional meetings including VCP and Ward Managers Meeting
• Finding digital solutions at all opportunities.

If you would like an informal visit this can be arranged, please contact Jodie Adlam via the contact details for this vacancy

Please refer the Job description for details