Overview
Job summary
An opportunity has arisen within the Division of Surgery for the post of Administrative Support, Band 3. The post holder would need to provide an efficient and effective secretarial and administrative service to the Matrons, Care Group Managers, Care Group Support Managers and Clinical Directors within the Divisional Management Team.
Responsibilities
The post involves a diverse range of administrative and clerical tasks and requires the post holder to be able to work on their own initiative, but under the direction of the PA to the Divisional Director. They would also need to undertake daily routine tasks; ensuring targets are met as required.
To provide efficient and effective clerical support to the Matrons/Care Group Managers/Care Group Support Managers/Clinical Directors in respect of producing correspondence, reports and presentations, managing a diary, receiving, managing and disseminating information as appropriate.
Collate information for complaints relating to the Care Groups.
Provide support to manage the Divisions workforce issues, HR, and manpower with specific input to staff groups under the responsibility of the Matrons/Care Group Managers/Care Group Support Managers/Clinical Directors, in respect of the co-ordination and administration of leave, monitoring IPDR, sickness and absence, coordinating recruitment and retention. Managing personal files and ESR as per trust policy.
Collate and manage turnaround documents and time sheets.
Manage Allocate for medical staff within remit, reporting issues to appropriate CDs for resolution and cross covering to provide divisional support.
To liaise with Recruitment regarding new staff starting within the Care Groups.
To provide cover for colleagues as advised by the PA to the Divisional Director
To adhere to the IT Systems Security Policy. Your attention is drawn to the confidential nature of the information collected within the NHS. The unauthorised use or disclosure of patient or other personal information is a dismissible offence and in the case of computerised information, could result in a prosecution for an offence or civil damages under the Data Protection Act 1984.
To participate in Individual Performance Review on a regular basis, as per Trust Policy.
Provide guidance to junior staff as appropriate.
To be responsible for ensuring all incoming and outgoing correspondence is dealt with quickly and effectively by:
1. Opening & reading incoming post (excluding private & confidential material) on a daily basis.
2. Assess & agree action plan for dealing with post and other matters requiring immediate attention with the Matrons/Care Group Managers/Care Group Support Managers/Clinical Directors on a daily basis.
To provide an accurate typing and word processing service to the Matrons/Care Group Managers/Care Group Support Managers/Clinical Directors, producing documents, reports and letters to a high standard of presentation in line with the Trusts Administrative & Clerical Standards and related Policies/Procedures.
To attend and take Minutes of key internal meetings as required, circulating papers for meetings promptly and efficiently.
Will comply with Administrative & Clerical and Divisional Standards to ensure consistent practice in line with corporate guidelines/policies/procedures.
To act on own initiative in relation to routine and less complex decision-making/problem solving. (E.g. diary rescheduling; preparation of standard documentation for signature; organising timely return to work interviews; initiating reminders for professional registration, work permits, leave to remain etc)
Any other duties as designated by the PA to the Divisional Director, within banding.
Qualifications and Experience
Essential
* Have GCSE English (Grade C or above) or equivalent.
* Must demonstrate a working knowledge of IT packages including Word, Excel and Access and have recognised qualification at NVQ Level III or equivalent
Desirable
* RSA/OCR or equivalent, minimum of Stage 3
Experience
* Significant Secretarial experience in the last 5 years, preferably in a healthcare setting
Knowledge
* Demonstrate good organisational skills, prioritising workload between the demands of each specialty
* Produce accurate and timely minutes of meetings
Desirable Knowledge
* Must be able to demonstrate an understanding of the principle of effective filing system
Other requirements
Disclosure and Barring Service Check: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website. From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants are also subject to this requirement. Guidance can be found here: Criminal records checks for overseas applicants.
Employer details
Walsall Healthcare NHS Trust
Walsall Manor Hospital
Moat Road
Walsall
WS2 9PS
Employer's website: https://walsallhealthcare.nhs.uk
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