Job overview
The Family Services & Surgical Division at Dorset County Hospital is looking for a highly motivated and enthusiastic individual to provide comprehensive administrative/secretarial support for the Senior Divisional Management Team.
This role will include: the preparation of agendas and minutes, taking appropriate follow-up action as required, recruitment, managing diaries and sickness recording. Supporting the team with the management of projects, gathering information and undertaking enquiries as and when is necessary for the role.
Main duties of the job
The post holder will work within the Family and Surgical Division to provide a comprehensive administrative and secretarial service to the Senior Divisional Management Team. This will require excellent administrative, secretarial, analytical, communication and interpersonal skills, along with an aptitude for developing systems. It will include: word processing, use of databases, minute taking, managing electronic diaries, organising and coordinating meetings, booking meeting rooms/venues, collecting and collating sickness leave, special leave, study leave, mandatory training and honorary contract data, organising inductions (where applicable) for new employees, answering the telephone, being first point of contact for the Division, photocopying, scanning and typing of other correspondence relating to health professionals, patients, clients and carers. This list is not exhaustive.
At all times, the post holder will be expected to use discretion, sensitivity and deal with information in a confidential and professional manner. The post holder will also be expected to attend various meetings within the Division.
Working for our organisation
At DCHFT, we pride ourselves on the care we provide for our patients, and on the culture, we are creating for our staff. We work hard to create a fair, inclusive environment for our staff.
Our Mission is to work in partnership to provide high quality, compassionate services and to nurture an environment where people can be at their best. Our vision is healthier lives, empowered citizens, thriving communities.
We are a Trust that celebrates diversity, and we are committed to creating an inclusive environment for all employees. We welcome applications from people in all under-represented groups.
We understand that some applicants may choose to use artificial intelligence (AI) tools to assist in preparing their application materials. While this is not discouraged, we kindly remind candidates that all submissions must be truthful and accurately reflect your own experiences and suitability for this role.
Personal integrity and authenticity are central to our recruitment process. We value honesty and appreciate applications that are genuine and representative of the individual behind them.
This role is not available for Skilled Worker visa sponsorship. Applicants must already have the legal right to work in the UK at the time of application. Unfortunately, we are unable to support visa applications for this post in line with UKVI regulations.
Detailed job description and main responsibilities
Our DCHFT Job Description and Person Specification (attached) tells you all about this role, what to expect and what is needed to succeed. When completing your application please make sure to tell us how your experience and skills fit the person specification.
Person specification
Education, Qualifications & Training
Essential criteria
* Educated to GSCE level- 5 GCSEs at Grade C or above, including GSCE Mathematics and English
* RSA Stage III Word processing or equivalent
* NVQ level 4 in administration or equivalent experience
Knowledge and Experience
Essential criteria
* Significant previous proven experience in a relatable role
* Experience of working in an NHS environment or other healthcare related administration
* Ability to use integrated IT systems
* Minute taking experience
* Experience of working to tight deadlines and multi-tasking
* Experience of working with computer systems, to include Microsoft Office, in a working environment
* Experience of setting up, developing and maintaining systems both manual and electronic
* Knowledge of spreadsheets and the ability to record and retrieve data accurately
* Experience of working with staff at all levels
* Demonstrable experience in dealing with sensitive and confidential information
* Understanding of Confidentiality and Data Protection Act
Skills & Abilities
Essential criteria
* Evidence of secretarial skills including minute taking
* To be proficient in diary management
* Evidence of effective communication skills both written and oral
* Able to communicate with patients, staff and managers at all levels in a tactful and diplomatic manner
* Evidence of ability to respond quickly to changing priorities organising and prioritising own workload to meet deadlines
* Evidence of ability to work without direct supervision within broad procedural guidelines
* Evidence of ability to manage own workload and act independently
* Evidence of ability to exercise judgement when dealing with queries and to analyse and resolve problems
* Evidence of ability to build and maintain good working relationships within a team
* Ability to work alone and as part of a team
* Evidence of flexibility and ability to adapt to different areas of work
* Evidence of ability to develop systems to promote efficient and effective working within the team
* Evidence of working within the NHS in a team environment and delivering team objectives
Our Mission
Outstanding care for people in ways which matter to them.
Our Vision
Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.
Our Values
Integrity, Respect, Teamwork, Excellence
We are a Trust that celebrates diversity and we are committed to creating an inclusive environment for all employees. We would welcome applications from people in all under-represented groups.
PLEASE READ THE FOLLOWING IMPORTANT INFORMATION CAREFULLY BEFORE YOU SUBMIT YOUR APPLICATION
Please read the job description and person specification carefully to ensure your application reflects the knowledge, skills and experience required.
The closing date/interview date is subject to amendment; this vacancy may therefore expire at short notice, so we recommend that you submit an application at your earliest convenience. We reserve the right to close any vacancies without notice.
Shortlisted applicants will be contacted via email; therefore it is important that you check your personal email account regularly.
Unfortunately we are unable to respond to every application; if we do not contact you within 4 weeks of the closing date, please be advised that you not have been shortlisted on this occasion.
You can contact us on 01305 254655 to find out whether you have been shortlisted or if you would like feedback.