Job description

Working under the direction of the PA to the Managing Director / Assistant Company Secretary the post holder will be required to be fully conversant with and adhere to all work related policies, procedures and guidelines, ensuring that all work outputs are completed as required and that all related targets and timescales are met.

The post holder will use all appropriate technologies and equipment to their optimum functionality to assist in the provision of an efficient, effective and comprehensive administrative and secretarial service.

Please note this vacancy may close early if sufficient applications are received.

Assist in the provision of a comprehensive and timely secretarial and administrative support service to the PA to Managing Director / Assistant Company Secretary.

Assist in the timely preparation of meeting agendas and collate any related documents and information relating to meetings, interviews, appeal hearings etc., for distribution to participants.

Attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines.

Maintain and follow-up action logs from meetings, ensuring audit trail of actions taken is accurately recorded.

In the absence of the PA to Managing Director / Assistant Company Secretary where appropriate, act as a point of contact by receiving and greeting visitors, dealing with telephone calls and queries in a manner than is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion. Attend meetings to take minutes as and when required.

Support the maintenance of the Declarations of Interest Register, Fit & Proper Persons and other statutory and corporate registers for the company.

At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

North Tees & Hartlepool Solutions is an NHS owned company of North Tees and Hartlepool NHS Foundation Trust. The successful applicant will be an employee of the subsidiary and not the NHS.

We will support staff through providing an inclusive and supportive workplace with health & well-being initiatives and opportunities for development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition, Managers Awards and Shining Stars

We recruit for values and “Together we are North Tees & Hartlepool”

Assist in the provision of a comprehensive and timely secretarial and administrative support service to the PA to Managing Director / Assistant Company Secretary.

Assist in the timely preparation of meeting agendas and collate any related documents and information relating to meetings, interviews, appeal hearings etc., for distribution to participants.

Attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines.

Maintain and follow-up action logs from meeting, ensuring audit trail of actions taken is accurately recorded.

In the absence of the PA to Managing Director / Assistant Company Secretary where appropriate, act as a point of contact by receiving and greeting visitors, coordination and provision of hospitality where appropriate, and dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion.

In the absence of the PA to Managing Director / Assistant Company Secretary attend meetings to take minutes as and when required and type up minutes from own or others notes or recorded instructions with strict deadlines.

Dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required.

Type miscellaneous correspondence, notes, reports, presentations etc., including highly confidential and complex documents (e.g. notes from disciplinary hearings, appeals etc.,) to a high standard of quality using appropriate technologies.

Maintain office systems, including data management and filing.

Collate the Hospitality Register for North Tees & Hartlepool Solutions LLP and submit monthly declarations.

Manage and maintain the North Tees & Hartlepool Solutions LLP On-Call Rota.

Support the maintenance of Declarations of Interest Register, Fit & Proper Persons and other statutory and corporate registers.

Support the PA to Managing Director / Assistant Company Secretary by liaising with other departments, following up information and gathering data as needed.

Supporting compliance with data protection principles;

Comply with all statutory and mandatory training.

Any other duties that may reasonably be requested, including supporting in other areas of the business as and when required.