Emergency Department Secretary
Our Emergency Department Secretary will provide high quality administrative/medical secretarial support to the Clinical Director and ED Consultants, necessitating contact with patients, medical, nursing, management and clerical staff. Providing front‑line secretarial support to Consultants and Management Team and to provide a first‑class support service.
* Prompt and accurate transcription of clinical and non‑clinical letters to conform with Trust Policy
* Initiative in dealing with all correspondence maintaining up to date files and to ensure agreed Quality Standards are achieved
* Process all investigation results pro‑actively with clinical staff
* Organising and managing the diaries of the Clinical Director and Consultant staff
* Liaising with local GPs and external stakeholders
* Organisation of meetings, arranging venues, minute taking and distribution, ensuring all relevant information is circulated well in advance of meeting date
* To act as a point of contact within the Directorate ensuring that communication links are maintained at all times
* To ensure complaints/enquiries, child protection issues are dealt with tactfully and efficiently, using discretion to decide how these matters should be dealt with. Use discretion and adhere to Confidentiality Policy at all times
* To support all administrative functions within the department
* Co‑ordination of all communication with the Criminal Injury Compensation Authority, Police Statements and Insurance forms
* To ensure the department is well stocked with all stationery items and place orders in a timely manner
* Complete manpower sheets recording sickness/annual leave for medical staff
Working for our organisation: as part of a busy Emergency Department team of Clinical, nursing and administration staff across teams within Emergency Services to contribute to providing a high standard of care. Our department contributes to the service delivery for continual improvements in the delivery of clinical services at Torbay and South Devon NHS Foundation Trust. Ensure that an efficient and effective administrative support service is provided to the Department and contribute to the adjustment of plans and escalated unresolved issues to the Team Leaders.
* To minute meetings, as required, ensuring all documents are sent prior to the meeting.
* To train and coach staff to ensure compliance with Standard Operating Procedures.
* Supporting the Admin Team Leaders in HR processes (RTW's, 1:1's).
* To provide cover for the administration teams, in emergencies.
Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification.
You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high‑quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer‑friendly employer. We have a 'Staff Carers' policy which includes flexible working where possible and a Carer's Passport scheme that links you into support and discounts.
IMPORTANT INFORMATION
* We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
* Please read the job description carefully and tailor your application to reflect the requirements of the role.
* Applicants who identify in their application form that they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role.
* Correspondence will be sent via Trac, text and email. Please ensure you check your email and Trac account regularly.
* Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
* If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
* It is your responsibility to ensure the timely receipt of appropriate references.
The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.
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