Job summary
An exciting opportunityhas arisen to work alongside the Directorate Manager and Clinical Director forUrology within the Division of Surgery. This role will largely involve the planningof diaries, preparing/attending meetings, and providing secretarial/adminsupport to the Directorate from a business perspective.
You must be able to demonstrateeffective organisational and time management skills. A sound general education including GCSEEnglish, NVQ 3 (business/admin) or RSA/OCR3 plus 2 years relevant experienceare essential, as are experience of NHS office functionality and knowledge ofIT systems/software packages. You willbe responsible for administrative duties and accurately maintaining electronicinformation therefore sound IT skills is an essential part of the role. Basic Numeracy & Literacy Skills toLevel 2 or equivalent are also required.
FULL AND PART TIME HOURS CONSIDERED
Main duties of the job
The successful candidate will support the DirectorateManager, Matron, Senior Team Managers and Clinical Director within Urology.They will work closely with Personal Medical Secretaries the Deputy AdminManager in order to provide excellent and timely business administrativeservices to our patients and customers.
This is a demanding but very rewarding post, dealing withinternal and external stakeholders, patients, staff and the public, andrequires excellent communication and interpersonal skills and a friendly andapproachable personality.
About us
Please help us by adding your telephone number to your application form this will allow us to contact you quickly if required.
One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.
We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups. Looking after our workforces health and wellbeing is a priority for STSFT. We also provide access to high quality education, training, career progression and support. Flexible working is supported via the Trust's Flexible Working Policy.
The Trust employs around 8,300 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area, in some cases to a population as great as 860,000. We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Childcare Co-ordinator to help staff with childcare arrangements.
Job description
Job responsibilities
Clinical Professionaland/or Technical Responsibilities
Demonstratea professional image at all times, ensuring confidentiality, tact anddiplomacy.
Electronicdiary management, arranging meetings, interviews and appointments as necessary.
Maintainpaper and electronic record systems, ensuring the safe and secure collation,storage and retrieval of data.
Supportthe Clinical Director, Matron and Senior Clinical Team with admin enquiries.
Provideadministrative support to regular and ad hoc meetings, taking minutes,preparing and circulating agendas and enclosures and arranging venues andhospitality as necessary.
Preparenotes, presentations and other resources needed for meetings, presentations andtraining events.
Dealwith incoming and outgoing mail promptly.Prioritise and where appropriate, action all mail on a daily basis,bringing urgent items to the attention of the Directorate Manager
Typecorrespondence as required, to meet deadlines and ensure accurate and highquality output
Raisefinancial purchase orders when requested from the Directorate Manager
Organiseand maintain efficient and robust records management systems, ensuringinformation can be readily accessed, when needed.
Prioritiseemail/other mail, both internal and external; ensuring salient points arehighlighted where necessary.
Workwith the Deputy Admin Manager and approve Consultant and Junior Doctor (SPR)annual leave.
RecordSPR Junior Doctor Annual leave on the Health Roster and manage and communicateany changes or swaps to the Admin Team and Switchboard.
Processadditional sessions to Rewards and Benefits.
Towork with, and provide cover for, other admin staff, if and when required,within the Division of Surgery.
Anyother duties appropriate to grade and post as requested by the DirectorateManager.
FOR FULL JOB DESCRIPTION SEE ATTACHMENT
Person Specification
Personal Qualities
Essential
1. To work under pressure and to tight deadlines.
2. To work independently or as part of a team.
3. To deal effectively with patient enquires.
4. To use initiative to problem solve.
Qualifications
Essential
5. To be proficient in the use of Microsoft Office Packages Word, Power Point, Excel, Access, Outlook, 2 years relevant experience OR NVQ level 3 Business Admin.
6. GCSE English and Maths at Grade C or above (or equivalent Level 2 functional skills)
Desirable
7. Knowledge of Medical Administration
8. Knowledge of V6
Skills and Knowledge
Essential
9. Ability to organise and prioritise workload effectively
10. To be highly organised
11. Effective written communication skills
12. Data input skills
Desirable
13. Ability to use Meditech Version 6
14. Minute taking skills.
Experience
Essential
15. Experience of organising and prioritising tasks effectively and managing competing deadlines.
Desirable
16. Knowledge of NHS systems and procedures.