Co-ordinates administrative and secretarial services, through provision of professional, timely, effective and efficient secretarial & administrative service and provide senior administrative support to the heads of service.
Co-ordinates administrative services across various meetings including e.g. the preparation of agendas and minutes, taking appropriate follow-up action as required.
Supervises and co-ordinates administrative staff within the digital services department.
Undertakes the management of projects and gathers information and/or undertakes enquiries.
Supporting constitutional groups including co-ordination of yearly plan of meetings, booking venues, preparation of agenda/supporting papers, taking minutes and taking relevant follow up action.
The post holder will work in close collaboration with members of the senior management Team as well as senior managers of client organisations.
Demonstrate to core values and behaviours of Trust.
Deputise for the Senior Executive Assistant & Office Manager
Responsible for organising and administering meetings for the heads of service.
Formulate agendas for Board and Sub-Group meetings and manage the receipt and coordination of agenda and documents exacting timescales., Check all documentation for accuracy and presentation read for photocopying and distribution and ensure that a library of papers kept on the intranet is maintained.
Take and transcribe formal minutes of Service meetings as required.
Provide information, assistance and advice to Heads of Service.
Ensure that appropriate meeting facilities are available for meetings.
Maintain action records of Board and Sub-Groups, sharing actions as appropriate.
Undertake ad hoc duties in relation to Board business.
Promote and develop a corporate and professional image of the department, demonstrate excellent 'front of house' skills.
Set up and maintain an efficient office filing system, ensuring the security of confidential and sensitive documents.
Manage the co-ordination of visits by external parties on behalf of management team.
Manage the efficient organisation and arrangement of meetings, including preparing the necessary paperwork, e.g. agendas (pre-circulated in good time as appropriate), booking venues and refreshments, taking and transcribing minutes and monitoring follow-up action.
Responsible for the day-to-day management supervision of the administration team, ensuring high quality administrative support is provided on behalf of management team.
To role model compassionate and inclusive leadership in order to shape the creation of a collective leadership culture within the trust. This means demonstrating a consistent leadership style which (a) engages, enables and empowers others (b) uses coaching to promote ownership of learning and quality improvement and (c) facilitates team working and collaboration within teams / departments and across organisational boundaries.
Applicants who are members of the Armed Forces, and those who have a disability that requires support in the work place (two ticks pledge) and who meet the essential criteria will be interviewed under the Trust's interview guarantee scheme.
We recognise the positive value of diversity and inclusion and are committed to a workforce that is diverse, equal and inclusive. We welcome and encourage job applications from people of all backgrounds. We particularly welcome applications from Black, Asian and Minority Ethnic (BAME) candidates as BAME people are currently under-represented in our workforce as well as other under-represented groups such as LGBT+ and disabled candidates. We are proud to be a Disability Confident Employer, a Stonewall Diversity Champion, we have a Gold award from the Defense Recognition Scheme, and we are delighted to support Apprenticeships, Age Posi+ive and are a mindful employer.
If you require any reasonable adjustments to attend interview please make the recruitment team aware as soon as possible by calling our HR Recruitment Team on option 2.
Applicants who meet the Fit and Proper Person Requirements (FPPR) will require additional pre-employment checks in line with CQC and NHS England statutory guidance.
Make sure to read the 'applicant guidance notes' before submitting your application and make sure you know everything there is to know before joining our fantastic trust!
Please note that it is a requirement of this Trust that all successful applicants pay for their own DBS certification if a DBS check is required for the post. The method of payment is a salary deduction from your first monthly pay.

Northumbria Healthcare NHS FT provides health and social care services in Primary care, Acute hospitals, Community hospitals and services and adult social care (PACS) through the 10000 employed staff.
Northumbria Healthcare's Digital Services team provide all of the technology and technical development to assist in the current electronic systems and the development and delivery of the drive to be paper free at the point of care.

Do you want to work in one of the best performing NHS organisations in England? Work for an organisation that was voted the best acute and combined acute and community trust in the country, based on the experience of its staff (NHS Staff Survey 2022). 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 and, this is…the Northumbria Way!
What the Northumbria Way means for you:
+ Extensive staff health and well-being programme including access to our specialist Wellbeing Hub
+ Support and connection through a variety of Staff Network groups
+ A range of flexible working opportunities
+ Generous annual leave and pension scheme
+ Access to lease car and home electronics scheme (qualifying criteria applies)
+ Opportunities to improve your professional development through our vast training programmes
+ On-site nursery places via salary sacrifice
+ Access to savings scheme via salary sacrifice with Northumberland Community Bank
We are proud to be one of the country's top performing NHS trusts - rated 'outstanding' overall by the Care Quality Commission (CQC). We provide a range of health and care services to support more than 500,000 people living in Northumberland and North Tyneside across the largest geographical area of any NHS Trust in England. Our teams deliver care from hospitals, a range of community venues and people's homes. Our hospitals include a specialist emergency care hospital (the first of its kind in England), three general hospitals and community hospitals. In the community we deliver a wide range of community and public health services.
We lead in innovation and quality, having opened the Northumbria Healthcare Manufacturing and Innovation Hub during the Covid-19 pandemic and have recently launched our Community Promise - a pledge to make a real impact not just in healthcare but on the wider factors that affect people's lives, such as education, employment and the economy.
If Northumbria Healthcare sounds like somewhere you could belong we would love to hear from you. Visit our website to catch up on our latest news.
Whilst Northumbria Healthcare are a highly innovative organisation, the use of Third Party Artificial Intelligence (AI) presents a risk to the integrity of our Recruitment & Selection processes. If you use AI, and it poses a risk to the integrity your individual recruitment process, we may withdraw your application at any stage of the process.