Job Title: HR Divisional Secretary
Trust: Royal Devon University Healthcare NHS Foundation Trust
Location: Newcourt House, Newcourt Dr, Exeter EX2 7JQ
Hours: 37.5 Hrs Per Week
Duration: 3 Months
Work Pattern: 8am - 4pm, 8:30- 4:30pm and 9am - 5pm
Job Purpose:
Your responsibilities will include organising a range of meetings, producing high standard minutes, managing the Associate Directors’ mailbox, handling correspondence, and flagging urgent matters—all while maintaining the utmost confidentiality of sensitive information.
As the key point of contact for the People Function, you will work proactively and professionally with colleagues at all levels across the Trust and externally. If you thrive in a busy administrative environment where organisation, attention to detail, and customer service are paramount.
Duties and Responsibilities:
1. To manage the Associate Directors & Department Head diaries to a good standard.
2. To support with the administrative tasks relating to line management of the Associate Directors’ direct reports.
3. To support the Associate Directors & Department Head with managing their inbox, flagging urgent emails and forwarding on to appropriate teams where necessary.
4. To organise and co-ordinate meetings including sourcing of suitable venue, time, equipment.
5. To provide minute/note taking at meetings, ensuring typed notes are circulated to attendees within the timeframes stipulated within Trust policies/standard operating procedures.
6. To maintain stock levels within the department.
7. To support the arrival of international recruited colleagues by purchasing basic supplies, sim cards & supermarket vouchers.
8. To communicate with staff, external organisations and colleagues in a courteous, professional and timely manner at all times
9. To deal with all day-to-day correspondence within the department – initiating appropriate responses in order to provide, staff and other parties with required information in a friendly and professional manner
10. To contact staff when meetings need to be rescheduled.
11. Further planning and organisational duties include but are not limited to:
a. meeting regularly with the calendar owner to resolve any conflicting diary commitments.
B. ensuring travel to and from meetings are scheduled into the diary.
C. ensuring pre-meeting preparation time is scheduled into the diary.
D. ensuring rooms are booked well in advance both internal & external. This may involve seeking quotes from external providers & arranging for payment of invoices.
E. ensuring an agreed level of protected work time to allow the AD/Department Head time to complete tasks.
You’ll have the following skills/experience:
Skills:
- Knowledge of HR systems and procedures
- Ability to prioritise workload to respond to changing demands
- Ability to co-ordinate complex diary management
- Knowledge of Microsoft Office (Word, Excel, Outlook)
- Excellent computer and IT skills to enable the production or reports and spread sheets.
- Able to deal confidently and tactfully with people at all levels.
- Excellent planning & organisational skills
- Excellent interpersonal & communication skills including demonstrating empathy & sensitivity to patients and relatives
- Knowledge of Trust procedures
- Able to work independently, with minimum supervision
Experience:
• Experience of using Microsoft Office (Word, Excel, Outlook) at an intermediate level.
- Experience of working in a busy administrative environment.
- Experience in using databases to input, maintain and report on personal information.
- Experience in delivering high standards of customer service.
- Excellent telephone manner, experience of dealing with high volume telephone calls/enquiries.
- Previous administrative and/or secretarial experience
- Experience in using Electronic Staff Record (ESR).
Personal Attributes:
- Enthusiastic highly motivated & committed to delivering a service
- Understand team work and the importance of working within a team
- Able to plan and organise workload
- Able to prioritise own work load and meet deadlines
- Ability to work un-supervised
- Good interpersonal skills
- Adheres to relevant Trust policies & procedures
- Adheres to confidentiality & data protection requirements
System Knowledge:
ESR – desirable, Unit 4 – desirable, rostering system awareness – desirable, intermediate Microsoft user including Word, Excel, Powerpoint and Outlook, Dairy Management.
