Secretary - OTDT Medical Team

NHS Blood and Transplant; Birmingham; On-site; GBP 22,000 - 30,000; Full time

Job summary

A healthcare organization in Birmingham seeks a personal assistant to support a busy clinical management team. The role involves arranging meetings, taking minutes, and providing comprehensive administrative support. Candidates should have good education standards and experience in secretarial roles. NHS Blood and Transplant values inclusivity and offers a culture of continuous learning and development.

Benefits

27 days annual leave (pro rata for part-time)

NHS pension scheme

Culture of continuous learning

Thrive program for personal and professional growth

Qualifications

• Good literacy and numeracy skills.
• Experience in secretarial/admin role.
• Experience coordinating meetings/events across departments.

Responsibilities

• Provide personal assistant support to management team.
• Act as a channel of communication for clinicians and internal contacts.
• Ensure smooth running of clinical committees.

Skills

Organising meetings

Minute taking

Multi-tasking

Prioritising workload

Communication

Education

Good standard of education (e.g. GCSE)

NVQ level 2 in administration

Tools

Microsoft Office

Job description

You will be working to support a busy clinical management team within the Organ Donation and Transplantation Directorate (part of NHS Blood and Transplant). This includes working with clinicians in their roles supporting Organ Donation and Transplantation and other clinical committees.This work is varied and your previous knowledge, skills and expertise in arranging and facilitating meetings (including minute taking), organising, multi-tasking and prioritising workload will enable you to work independently and as part of a team.You will also be required to support other members of the team to provide the most effective use of secretarial resources across the Organ Donation and Transplantation Directorate as necessary.

Main duties of the job

You will provide a comprehensive personal assistant and administrative support service to a designated management team and clinical committees within Organ Donation and Transplantation.You will act as a channel of communication between the manager(s)/clinicians you are working for and other internal and external contactsYou will ensure the smooth running of the clinical committees and the timely prioritisation of all administrative dutiesYou will support and deputise for other secretarial and administrative staff as and when required, including covering Reception on an ad hoc basis in the event of Reception staff absenceYou will ensure that appropriate timescales are met for the planning, production and distribution of agendas, associated papers and minutesYou will arrange meetings, produce agenda, take accurate minutes and chase progress on actions, maintaining the quality standards set within the terms of reference for each committeeOn occasions you will be required to travel to other NHSBT and external sites, sometimes requiring overnight stays. Appropriate notice will be given

About us

It takes all types of people to deliver the kind of service that saves and improves lives. At NHS Blood and Transplant, youll join a team of more than 6,000 people who are making a genuine difference to communities, families, friends, relatives and more across the UK. We play a unique and special role in the NHS by helping people do something extraordinary- donate blood, blood products, organs, tissues, or stem cells to save someone in need.Our three core values are what set us apart. They guide and inspire everything we do.By being caring, expertly meeting the needs of our patients and our people, and accepting nothing less than the best quality, we can do extraordinary work and help our people to do something extraordinary in their career, too. Three small words, one big difference - Caring, Expert and Quality. Together we'll save and improve more lives than ever.You will join us on our journey to create an inclusive workplace and aim to reflect the diverse communities we work with, and we positively encourage applications from all sectors of the community.

Job responsibilities

To learn more, please see our recruitment profile, which provides a summary of the job description and person specification. This can be accessed via the link below, or by clicking ‘Apply’ if you are viewing this advert on another site.

What we offer:

• NHSBT promotes flexible working opportunities where the role will allow.
• 27 days annual leave (pro rata for part-time) plus Bank Holidays, increasing to 29 days after 5 years’ service and to 33 days after 10 years.
• NHS pension scheme. The NHS Pension Scheme is a defined benefit scheme (not dependent on investment returns) Further details and outline of benefits can be found at: www.nhsbsa.nhs.uk/pensions
• We’ve fostered a culture of continuous learning where colleagues are well-led, engaged, and encouraged to grow. We support you in reaching your full potential, both in your current role and future career. Our Thrive program embodies our commitment to learning and development, offering a wide range of activities to support your personal and professional growth. It’s open to everyone at NHSBT, ensuring you have the resources to succeed and shine in your role.

Person Specification

Qualifications

• Good standard of education (e.g. GCSE) with literacy and numeracy skills or NVQ level 2 in administration or equivalent workplace experience
• ECDL (part I & II) or ITQ2, or CLAIT II, or RSA III text or word processing or demonstrable workplace experience

Experience

• Broad experience in a secretarial/admin role including experience of co-ordinating meetings/events with large numbers of attendees across a number of departments or organisations, and facilitating requests for travel and accommodation.
• Experienced in preparing management presentations.
• Experienced in producing meeting agendas, minute taking and ability to take dictation.
• Good working knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint) in order to produce reports, letters, presentations and spreadsheets.
• Experience in the use of e-mail and navigating the web to source information.