JOB SUMMARY
:
The post-holder will be responsible for providing administrative support to professional staff and assisting with the day to day management of the office to ensure a smooth running, high quality service.
KEY RESULT AREAS / MAIN RESPONSIBILITIES
1. Provide secretarial services to a senior member of staff / professional team, including organising and maintaining diary/schedule to arrange appointments and meetings
2. Type reports, memos, letters, forms etc. to a high standard, as required from manuscript, audio and notes using a word processing system or through digital dictation
3. In addition as a member of a secretarial/clerical team, the post-holder will be required to provide clerical support to other members of staff within the team/department
4. Prioritising and carrying out word-processing duties to a high standard
5. Arrange and provide administrative support at meetings including minute taking and issuing of relevant documentation (at base or other locations as required)
6. Open, sort and distribute mail for all departments
7. Take appropriate action in relation to mail, telephone and other enquiries ensuring effective messaging and bring forward systems are in place and necessary follow up action is taken
8. Liaise with outside agencies and other disciplines, dealing with enquiries as appropriate
9. Input and retrieve appropriate information from computerised systems
10. Manage email accounts which will include the sending and retrieval of emails
11. Maintain and update manual records as required
12. Routine filing and maintaining an efficient filing system
13. Telephone duties-dealing with departmental queries which will include taking and passing on clear and concise messages and obtaining and passing on information
14. Maintain petty cash within the team if required
15. Provide cover as required for other clerical staff within the directorate during periods of absence or excess workload
16. Collecting and collating statistical information as required in line with targets and PfAs
17. Develop, maintain and update spreadsheets and databases using the Microsoft Office suite
18. Participate in training appropriate to the duties of the post
GENERAL RESPONSIBILITIES
Employees of the Trust will be required to promote and support the mission and vision of the service for which they are responsible and:-
19. At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner
20. At all times demonstrate practice the HSC values of Working Together, Excellence, Openness & Honesty and Compassion
21. Carry out their duties and responsibilities in a manner which assures patient and client safety
22. Comply with all instructions in regard to Infection Prevention and Control
23. Demonstrate their commitment by their regular attendance and the efficient completion of all tasks allocated to them
24. Comply with the Trust's Smoke Free Policy
25. Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations
26. Adhere to equal opportunities policy throughout the course of their employment
27. Ensure the ongoing confidence of the public in service provision
28. Adhere to the Code of Conduct for HSC Employees which aims to guide staff, managers and employers in the work that they do and the decisions and choices they have to make. Professional staff are expected to follow the code of conduct for their own professions as well as this code.
29. The post holder will promote and support effective team working, fostering a culture of openness and transparency. The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the NHSCT Raising Concerns Policy and their professional code of conduct, where applicable.
RECORDS MANAGEMENT
Experience
Qualifications/ Registration
(a) 4 GCSEs to include English and Mathematics (Grade A*- C) or equivalent AND 1 years' clerical/secretarial experience in an office environment.
OR
(b) GCSE English and Mathematics (Grade A*- C) or equivalent AND 2 year's clerical/secretarial experience in an office environment
PLUS
In addition to (a) or (b) applicants must have one year working experience of using Microsoft Word, Excel and Outlook in an office environment.
Skills / Abilities
30. Effective communication skills
31. Ability to work as part of team and to relate to senior members of staff
32. Ability to work on own initiative Ability to work under pressure and to meet deadlines
33. Computer literate
Knowledge
34. Knowledge of role of Team Secretary
35. Knowledge of Records Management
36. Knowledge of the Microsoft Office suite of computer programmes
37. Understanding of patient confidentiality and rights