Detailed job description
and main responsibilities
1. Manage electronic diaries for the Senior Leadership team and undertake other administrative duties as required by the Senior Leadership team and Admin Manager.
2. Manage telephone enquiries and take appropriate action.
3. Facilitate effective communication with the management team by providing team members with relevant messages and information
4. Co-ordinate directorate meetings, ensuring that date/time, agendas, papers, venues, and attendees are prepared sufficiently far in advance, for approval by the chair
5. Produce timely, accurate and clear minutes, action notes or action logs, using Co-Pilot for all meetings that are recorded.
6. Prepare project related reports to an established standard and check all documents prior to publication
7. Photocopying and filing of additional payment claim forms and leave forms
8. Co-ordinate and monitor the ordering of goods and supplies, ensuring that orders are charged to appropriate budget
9. Oversee generic email inboxes forwarding emails as appropriate, and/or direct action of emails
10. Co-ordination of complaints, and early resolution processes
11. Co-ordinate advice & guidance for the Cardiology service
12. Validation of patient pathways, escalating actions as required
13. To assist with typing and sending of outcome letters
Person specification
Qualifications
Essential criteria
14. •GCSE in English and Maths or equivalent
15. •Vocational level 3 or equivalent experience in relevant field
Desirable criteria
16. •Supervisory qualification in supervision skills or equivalent
17. •Medical terminology
Experience
Essential criteria
18. •Experience as working as a Secretary / PA
Desirable criteria
19. •NHS Admin experience
Technical skills
Essential criteria
20. •Computer literate with word processing experience
21. •Proven diary management Skills
22. •Minute taking skills
Desirable criteria
23. •Audio typing
Knowledge
Essential criteria
24. •Understanding of secretarial procedures
25. •Understanding of Microsoft Word
26. •Understanding of Microsoft Outlook
Desirable criteria
27. •Medical Terminology
Other requirements
Essential criteria
28. •Good verbal and written skills
29. •Attention to detail
30. •Ability to organise own workloads
31. •Ability to work calmly and methodically when in a busy environment