DBTH Job of the Week: Secretarial Support Officer

Join Team DBTH and help us become the safest Trust in England, outstanding in all that we do.

  • Grade: Band 2 (£18,005 to £19,337 per annum)
  • Contract: Fixed-term nine months (until December 2021)
  • Hours: Full time 37.5 Hours Per Week
  • Site: Doncaster Royal Infirmary
  • Closing date: 11 April 2021
  • Apply for this position here.

Due to the secondment of the existing post holder an exciting opportunity has arisen to join the Corporate Secretariat, assisting the PA to the Chair of the Board and Chief Executive.

The Secretarial Support Officer will provide comprehensive administrative support, including diary management, welcoming visitors and handling telephone enquiries.

You will work with key stakeholders, members of Team DBTH and our service users; maintaining a high level of confidentiality and demonstrating diplomacy is a critical part of this role.

You should be a confident communicator, who displays a can-do attitude, eager to learn and capable of delivering a high quality, professional and confidential service.

It is anticipated that this post will be required until early December 2021 as a fixed term appointment or secondment opportunity. Your current line manager’s approval would be required before expressing an interest in this secondment opportunity.

Main duties of the job

The Secretarial Support Officer will primarily support the PA to the Chair and Chief Executive but will also be required to work flexibly across the Corporate Secretariat to maintain service standards and provide continuity of service.

In order to deliver a high quality, professional service the post holder should demonstrate excellent attention to detail, be proficient in all aspects of IT and possess good organisational and secretarial skills.

A personable, yet professional approach and the ability to build and maintain effective working relationships is vital in this role.

On the job support and development opportunities will be provided to the successful candidate.

Working for our organisation

The Trust is committed to delivery of its vision “To be the safest trust in England, outstanding in all that we do”. Driven by our strategic objectives and organisational values, we are keen to see those values and behaviours brought to life by all members of Team DBTH.

This post provides an unrivalled opportunity to work closely with the senior leaders of the Trust, supporting trust wide developments.

It will provide an opportunity to utilise and expand on existing skills and experience, relevant to many support functions within the organisation.

Detailed job description and main responsibilities

Please see the full job description for full information regarding this role and the person specification which outlines the skills and attributes required to fulfil this job.


Under the supervision of the PA to the Chair and Chief Executive the post holder’s duties include, but are not limited to:

  • Assist with the provision of a secretarial service to the Chair and Chief Executive
  • Welcome visitors to the office of the Chair and Chief Executive, including necessary support arrangements, e.g. car parking, catering requests
  • Assist with incoming telephone calls/queries and personal callers to the office
  • Handle incoming correspondence on behalf of the Corporate Secretariat
  • Support diary management for the Chair and Chief Executive, including the forward planning of meetings and associated room bookings
  • Act as point of contact for the Corporate Secretariat room bookings, ensuing relevant rooms are suitably stocked/equipped for use
  • Provide equipment support to users of the Boardroom, as required
  • Order and maintain stationery on behalf of the Corporate Secretariat
  • Raise financial requisitions for goods/services relating to the Chair/Chief Executive/Trust Board Office
  • Photocopying of papers for Chair/Chief Executive/Trust Board Office, as required
  • Record and follow up IT and service issues on behalf of the Chair and Chief Executive
  • Maintain the Members database
  • Assist with room set up and arrangements for Trust meetings and events


  • Liaise with internal and external colleagues, as appropriate to your role
  • Always maintain confidentiality of issues and demonstrate diplomacy in dealing with issues of a sensitive nature
  • Be an active team member and undertake any duties that may be reasonably requested to facilitate the smooth running of the Corporate Secretariat, commensurate with the level of the role
  • Promote data quality by adhering to best practices and operating standards
  • Be aware of and adhere to Trust policies and procedures and promote awareness amongst peers
  • Attend/complete all mandatory training in accordance with Trust policy and participate in the annual appraisal process
  • Promote data quality by adhering to best practices and operating standards
  • Ongoing personal development, willingness to undertake work based/NVQ learning

Person specification


Essential criteria
  • Minimum of 3 GCSEs, including English and Maths at grade C or above or equivalent qualification
Desirable criteria
  • NVQ Level 2 or completion of a Business and Administrative Level 2 apprenticeship or equivalent qualification

Knowledge & Experience

Essential criteria
  • Previous experience of working in a clerical /administrative role
  • Good working knowledge of Microsoft Office packages, including Word, Excel and Outlook
Desirable criteria
  • Previous NHS experience working in a secretarial/clerical role


Essential criteria
  • Good written and verbal communication skills with good attention to detail
  • Team player with a professional approach to work and colleagues; able to develop good working relationships
  • A methodical and organised approach to work
Desirable criteria
  • Experience of communicating with senior colleagues/partners