Departmental Secretary / PA, Band 4

Job overview

We’re looking for a proactive and dependable Departmental Secretary / PA to oversee and support our Outpatient Therapy administrative function. You’ll be responsible for ensuring the delivery of high-quality administrative support across the service. Working closely with the Heads and Deputy Heads of Outpatient Services, you’ll contribute to report production, staff onboarding, and the development of clear, effective processes. This is a dynamic role suited to someone with excellent communication skills and proven experience managing multiple priorities in a busy office environment. You’ll need to be flexible, collaborative, and confident working both independently and as part of a wider team. IT capability to ensure proficient use of hospital computer systems, such as TrakCare, Health Roster, EPR, SharePoint is essential along with a strong working knowledge of Microsoft Office.

You should be comfortable producing high-quality minutes. In addition, you’ll act as a central point of contact for internal and external partners, managing shared inboxes with accuracy and professionalism. You’ll provide confidential administrative and clerical support to senior management and the clinical team, helping to ensure smooth day-to-day operations.

If you’re motivated, organised, and ready to make a meaningful impact in a fast-paced healthcare environment, we’d love to hear from you.

Main duties of the job

To provide a high quality secretarial and administrative service, including tasks requiring complex organisation or communication, associated with the Therapy Service management structure .

To use own initiative and work collaboratively with the Inpatient Departmental secretary to ensure effective secretarial and administrative support which is consistent across the trust wide Therapy Service (Occupational Therapy and Physiotherapy).

Act as the central point of contact for Outpatient therapy

To take and distribute minutes when requested, to type and distribute agendas and papers to groups in an efficient and timely manner, taking follow-up action when required.

To set up meetings, arranging venues and ensuring availability of audio-visual aids, refreshments etc, and communicate them to all concerned in an efficient and timely manner.

Work autonomously, prioritising own work.

See attached JD for more details

Detailed job description and main responsibilities

Work autonomously, prioritising own work.

To keep filing systems up to date.

To adhere to Trust Policies and Procedures.

To utilise Procurement systems ensuring prompt ordering, delivery, invoicing and checking all paperwork before payment and keeping accurate records.  To maintain stock of stationery and/or other materials.

To monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced, as necessary.  Also to ensure the office is a clean and orderly environment.

Provide fast and accurate typing for patient related correspondence to meet Trust targets and Patient Charter Standards. This may include correspondence with GPs, involving the accurate transcription of complex medical information.

Support and supervise the development of junior admin roles if required to ensure consistency in processes is maintained.

Be proactive in own Personal Development to ensure ability to effectively complete role and support other staff as required.

This post comprises of a large quantity of organisation and requires a focused approach to work with attention to detail.

You will have well-developed communication, organisational and time management skills.  An ability to prioritise effectively in a busy environment is essential as this role deals with an extremely high workload.