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Job description

We are looking for an enthusiastic and well-motivated individual to join our team, providing secretarial and administrative support to the department.

Applicants should be self-motivated and have a flexible approach to work with the ability to work with minimal supervision, prioritise work and deal with complex/sensitive issues, are all essential criteria for the post. An understanding of information governance/confidentiality procedures and knowledge of records management processes are also important aspects of the post.

Applicants should be able to demonstrate excellent communication, organisational and team working skills and have experience of supporting and encouraging others whilst working in a demanding office/customer service environment.

The successful applicant will be required to have previous administrative experience, have the ability to take concise minutes and have an excellent working knowledge/understanding of Microsoft Office applications, including the use of databases. The successful applicant will also be required to have GCSE English Language qualification or equivalent and have audio-transcription/typing skills or recognised typing/secretarial qualification such as RSA Stage II Word Processing.

The post holder will provide a professional and comprehensive administrative support to the department.

This will include supporting the Senior Management Team to ensure delivery of the core business functions.

The post holder will contribute to the day to day provision of administrative support to the department and its core business

The post holder will maintain strong working relationships with co-workers, departmental staff at all levels and Trust staff external to the Department

WE CARE FOR YOU

We care because:

• We always put the patient first.
• Everyone counts – we treat each other with courtesy, honesty, respect and dignity
• Committed to quality and continuously improving patient experience.
• Always caring and compassionate.
• Responsible and accountable for our actions – taking pride in our work.
• Encouraging and valuing our diverse staff and rewarding ability and innovation

To assist in the smooth running of the department as below:

• Provide a comprehensive range of administrative duties to the Senior Management Team and others within the department.
• Manage & maintain filing systems that support forward planning and other business arrangements.
• Provide effective handing of telephone or email queries in a professional, sensitive manner. Ensure that messages are disseminated accurately and promptly
• Maintain manual and electronic records / personal files ensuring that confidentiality and security of personal and business data is maintained at all times in accordance with the Data Protection Act (1998)
• Produce reports / information for audit and human resources management purposes as required
• Provide effective diary management for Senior Management Team
• Contribute to effective management of meeting room diaries
• Undertake agreed elements of the recruitment process to ensure prompt appointment to vacant posts, liaising with appointing officers and the trust recruitment team as required
• Provide secretarial services to meetings with the department. This will include liaising with meeting chairs, production and distribution of agenda, note taking, production of minutes and action logs, distribution of the aforementioned and associated papers. Arrange venue, invite and monitor attendance as required
• Provide support to the department in managing the timely and effective processing of invoices for service form internal and external providers / suppliers
• Undertake timely ordering of stationary supplies for the Division ensuring that stock is only procured as needed that an effective stock control process is maintained. Ensure stock is stored securely
• Retrieval of medical case notes as required
• Attend meetings relevant to role
• Actively contribute to the development of administrative and clerical procedures to include local audit activities required as part of the review process

IT Knowledge and Skills

• Undertake relevant training in response to changes in the Trust / Care Group’s use of IT hardware and software, including updates to HR management systems

All staff and volunteers working within the trust have a duty to be aware of their own and the organisation’s roles and responsibilities for safeguarding and protecting children and young people, and vulnerable adults. You must be competent to recognise abuse, respond appropriately and contribute to the processes for safeguarding, accessing training and supervision as appropriate to your role.

The prevention and control of infection is an integral part of the role of all health care personnel. Staff members, in conjunction with all relevant professionals will contribute to the prevention and control of infection through standard infection control practices and compliance with the Trust’s infection control policies in order to ensure the highest quality of care to patients. If your normal duties are directly or indirectly concerned with patient care you must ensure you receive sufficient training, information and supervision on the measures required to prevent and control risks of infection.

You must be aware of and adhere to Health and Safety legislation, policies and procedures, to ensure your own safety and that of colleagues, patients, visitors and any other person who may be affected by your actions at work. You are reminded of your duty under the Health & Safety at Work Act 1974 to take reasonable care to avoid injury to yourself and others; to officially report all incidents, accidents and hazards using the Critical Incident Reporting Procedure; to use safety equipment provided for your protection at all times and to co-operate with management in meeting statutory requirements.

This job description is not intended to be a complete list of duties and responsibilities, but indicates the main ones attached to the post. It may be amended at a future time after discussion to take account of changing patterns of service and management.