Job Description

Salary – Band 3

Hours of work – 37.5 per week – Monday to Friday

We are looking for an experienced Secretary to join our Estates and Facilities Admin Team, supporting a team of 2 personal assistants.

Postholders will be required to provide cover and work across both sites as required.

We are looking for an organised, disciplined and enthusiastic person with a mature, responsible and flexible outlook . Previous experience as a secretary is essential.

You will need to be able to work in a fast paced environment, You will also be able to work unsupervised and display initiative, whilst being aware of team membership.

You will be responsible for diary management; preparation and production of full meeting actions from appointment to taking

notes/minutes/actions; management of emails and day to day administrative duties.

For further details / informal visits contact:
Angela Byron 0151-529-4135

Email angela.byron@liverpoolft.nhs.uk

Manage all correspondence, type reports, agendas, minutes of meetings for the designated team.

Arrange meetings, manage room bookings and materials required.

Manage diaries.

General administration duties such as photocopying and filing.

Keep accurate records of leave for all team members and provide reports as necessary.

Prioritise, plan and organise daily workload, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed timescales.

Maintain and update local databases.

Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal

Liverpool and Broadgreen University Hospitals NHS Trust.

The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.

The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.

It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.

To hear more about our achievements click herehttps://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf

Follow us on Social Media:
Facebook – Liverpool University Hospitals Careers

Instagram - @LUHFTcareers

Twitter - @LUHFTcareers

1. Provide secretarial support to the area. Knowledge and experience required of filing and bring forward systems as well as excellent typing skills including touch and audio typing.

2. Managing and planning diaries - co-ordinating meetings and contacting attendees, booking of rooms and refreshments also ensuring appropriate equipment is available where necessary.

3. Handling of sensitive and confidential information .

4. Transcribing minutes in meetings and typing up minutes, letters and reports. Creating databases and spreadsheets.

5. Ability to prioritise on own initiative and manage own workload.
6. Responsibility for Human Resources matters including SVL’s (Staff Variation Lists), Flexi Forms and annual leave Department

7. Liaising with suppliers, processing invoices, raising orders and purchase requisitions including inputting financial transactions. There will also be a need to assist in the collation of information and completion of reports and other returns.

8. Assisting in providing sensitive financial information to the Finance department - imputation of EWS (Estates Works Sheets), requisitions and orders, and the collation and authorisation of Estates variations.

9. Maintain a database. This involves the inputting, processing and authorisation of l orders and requisitions, authorisation of invoices and dealing with enquiries.

10. Maintain stock including controlled stationery

Similar Jobs