We have vacancy for a part-time Secretary at Charlton Lane Hospital working 15 hours per week. The successful candidate will provide Secretarial support to the Nursing, Psychology and Medical teams supporting the hospital.
Relevant secretarial experience is essential, requiring experience of unsupervised secretarial/administrative work in a busy office environment, word processing/typing and audio typing experience.
You will work as part of a committed supportive team, be able to deal confidently and professionally with colleagues and stakeholders maintaining confidentiality at all times.
You should have a friendly, positive, problem solving approach, be self-motivated, willing to learn and enjoy using your own initiative, within the remit of the post. You will need to be an excellent team player with the ability to adapt to various tasks according to service needs. As well as good verbal, written and numerical skills, you must be able to prioritise and organise your own workload well, and be able to work effectively and efficiently.
You will be skilled in IT applications; including, Microsoft Outlook, Word and Excel and have excellent interpersonal and strong communications skills. You should be able to adapt to a busy changing environment and be able to work with people under pressure.
This post requires the post holder to be able to undertake all statutory and mandatory training and post holders must be able to undertake physical interventions.
To work closely within a multi-disciplinary team to provide administrative and secretarial support in accordance with the requirements of the service as led by the department staff.
To project the professional image of the business through demonstrating excellent customer care in all activities.
To adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales.
To be responsible for a number of office systems including ordering stationery, petty cash, payment of invoices and fax/photocopier control.
To maintain confidentiality at all times.
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Communicating effectively with a wide range of people including colleagues, Managers and members of the public, ensuring at all times that a professional approach is presented
Transferring internal and external calls, mail and emails and taking messages, ensuring that all issues are actioned or passed on and followed up in a timely manner
To be responsible for a number of office systems including ordering stationery, clinical supplies and the administration of petty cash
Using Microsoft office applications to produce letters, reports, spreadsheets, emails etc. to a high standard
Using Patient Administration Systems, i.e. RIO, PAS, stock ordering systems etc.
Ensuring that all departmental spreadsheets and Information Systems are accurate and are kept up to date
Prioritise own workload, organising work to meet priorities and highlighting to appropriate colleagues when potential problems may occur
Keep all files, systems, and paperwork up to date in line with departmental procedures, highlighting any difficulties or potential issues to line manager
Ensure all paperwork is filed or shredded promptly and securely
Carrying out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and documents, etc
Actively participating in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager
As far as possible within own role, ensure a professional, proactive service is provided to customers, including helping as far as possible with the absence of colleagues to deal with enquiries and avoid potential problems
Undertake other support functions as requested by the Manager
Acts in ways that support equality and value diversity. Treat everyone with whom you come in contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity.
SPECIFIC KEY RESPONSIBILITIES
To work flexibly as part of the administration team, ensuring deadlines are met and adequate cover is provided to include covering reception duties and ward secretaries within the Locality where applicable and deemed necessary.
To project the professional image of the Trust through demonstrating excellent customer care.
To arrange, attend and minute medical and department meetings.
To maintain staff annual leave and sickness records.