Find More Than 10K+
United Kingdom Jobs

Job description

PART TIME (30 hours Office based)

The purpose of this role is to provide and coordinate a confidential and comprehensive secretarial service.

The post holder will demonstrate good organisational skills and have the ability to prioritise their own workload under pressure and use their own initiative and undertake additional work as required.

To provide a courteous and diplomatic point for enquiries.

The post holder must be able to maintain a total level of confidentiality and be able to understand and act on complex information.

To provide administration support to the clinical staff when required.

Main Duties and Responsibilities

Communications

• To provide an administration and secretarial service to the clinical staff on a day-to-day basis.
• An excellent, level of communication and relationship skills required to liaise with external organisations, to deal with a wide range of contacts e.g. members of the public, patients and a range of members of other organisations e.g. NHS, local authorities and voluntary groups.
• Communicate confidential, sensitive or contentious information with a range of people internally and externally across organisations.
• Act as first point of contact for all enquiries using initiative, diplomacy and sensitivity. Screening all calls, recording messages where appropriate and ensuring all urgent matters are dealt with promptly.
• To work flexibly as a member of the team and to conduct and complete work generated by the clinical staff, practice manager and CEO.
• Receive, sort and use own initiative in dealing with post that may contain sensitive or contentious information as appropriate, including any routine responses.
• Act as a focus point for all enquiries that come into the organisation using initiative, diplomacy and sensitivity. Ensure that appropriate and timely action is taken.
• Deal with matters of a confidential nature avoiding breaches of confidence at all times.
• To draft correspondence for the clinical staff and compose replies to various correspondences as required. This includes taking personal responsibility for correspondence on particular matters as directed by the clinical staff, practice manager and CEO.
• Liaise with external organisations as appropriate.

Planning and organisational skills

• To provide administrative support to committees and senior level meetings, including the provision of papers, information and arrangements including catering/venue/access/ equipment requirements. Be responsible for taking minutes and ensuring appropriate follow up action is taken.
• Resolving conflicting appointments and arranging urgent meetings, which arise on a day-to-day basis.
• Maintain accurate filing system (electronically or paper based) and a brought forward system ensuring easy retrieval of information, using own discretion to follow up matters appropriately.
• Prepare papers received via email prior to the meeting and confirming attendance or registering apologies. Check emails for requests for attendance at meetings, acting independently co-ordinating availability as appropriate, re-arranging existing meetings to accommodate where required. Acting on initiative, reply as necessary. Anticipate the needs of the Director or Business Managers by arranging travel, finding directions or arranging accommodation if necessary
• To scan, filter, re-direct and manage incoming telephone and e-mail queries, identifying urgent, important or sensitive matters.
• To receive and process incoming and outgoing mail and identify priority items.
• Greet visitors and provide hospitality as required.
• To establish and maintain effective manual and electronic filing/data recording systems, including electronic patient records.
• To make seminar/conference bookings including any travel/accommodation arrangements for the CEO and practice manager as required.
• To prompt actions to be progressed when identified. Progress chase for responses/information as appropriate in line with deadlines set.

Policy/Service Development

• Support the development and implementation of administrative protocols and procedures.
• Identify and implement new ways of working as necessary.
• Act in accordance to company policies and procedures.

Finance

• To monitor spending on the non-pay budget and ensure copies of invoices are filed appropriately.

Information Resources

• To develop and maintain information and filing systems.
• To take and transcribe minutes of meetings as required.
• Process data into a logical and easy to read format.
• To assemble and type documents in the corporate style on word processing systems, to include correspondence, reports, spreadsheets, databases, minutes and presentations.
• To assist in the production of Reports, ensuring accurate index and reference pages.
• To identify and flag actions found on minutes produced by you and by others from meetings.

Freedom to Act

• Required to manage own workload, work from home at agreed times, act on own initiative within clearly defined policies and procedures.

Responsibilities Statement

• This list is not exhaustive and the post holder may be required to undertake additional duties as required.
• The range of duties and responsibilities outlined above are indicative only and are intended to give a broad flavour of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the post holder.

General Duties

Hand Hygiene

To assist the Organisation in reducing healthcare acquired infections (HCAI’s) all staff should be familiar with all the Organisation’s Infection Prevention policies which are appropriate to their role. You are required to attend mandatory training in Infection Prevention and be compliant with all measures known to be effective in reducing HCAI’s”

Safeguarding

All employees have a duty and responsibility to protect and safeguard children and vulnerable adults. They must therefore be aware of child protection procedures and who to contact within the Organisation for further help and guidance

Data Protection & Confidentiality

To abide by all relevant Organisational policies including information governance, confidentiality and data protection. The post holder is reminded that any breach of the Organisation information governance and security policies and procedures will result in disciplinary action.

Compliance with the Data Protection Act 1998 and Information Governance – the post holder is required to process all personal data relating to patients and staff, in both manual and electronic records, in accordance with the Data Protection Act 1998, ensuring the security and confidentiality of data at all times. They must not for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Organisation or relating to the Organisation’s affairs or dealings which may come to their knowledge during employment.

Health & Safety

Compliance with the Health and Safety at Work Act 1974- the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Harassment & Bullying

As a member of staff you have a personal responsibility to ensure you do not discriminate, harass or bully or contribute to the discrimination, harassment or bullying of any colleague(s) or visitors or condone discrimination, harassment or bullying by others.

Dignity & Respect

All employees have a duty to promote a harmonious working environment in which all persons are treated with dignity and respect, whilst fulfilling our legal obligations under equality legislation and associated codes of practice.

The Organisation takes the right of the patient/service user to be treated with dignity and respect seriously. We will treat every patient/service user and carer as a valued individual, with respect for his/ her dignity and privacy. Our aim is to give each patient/service user the care we would want for our families and ourselves.

The above indicates the main duties of the post which may be reviewed in the light of experience and development within the service. Any review will be undertaken in conjunction with the post holder.

Job Type: Part-time
Part-time hours: 30 per week

Salary: £12.00 per hour

Schedule:

• Monday to Friday
• Weekend availability

Work Location: One location

Reference ID: ADHDDIRECTADMIN