Secretary

Job overview

This role is offered on a permanent basis. The hours are part-time, 15 hours per week.

The successful candidate will provide Secretarial support to the Nursing, Psychology and Medical teams supporting the hospital.

Relevant secretarial experience is essential, requiring experience of unsupervised secretarial/administrative work in a busy office environment, word processing/typing and audio typing experience.

You will work as part of a committed supportive team, be able to deal confidently and professionally with colleagues and stakeholders maintaining confidentiality at all times.

You should have a friendly, positive, problem solving approach, be self-motivated, willing to learn and enjoy using your own initiative, within the remit of the post. You will need to be an excellent team player with the ability to adapt to various tasks according to service needs. As well as good verbal, written and numerical skills, you must be able to prioritise and organise your own workload well, and be able to work effectively and efficiently.

You will be skilled in IT applications; including, Microsoft Outlook, Word and Excel and have excellent interpersonal and strong communications skills. You should be able to adapt to a busy changing environment and be able to work with people under pressure.

This post requires the post holder to be able to undertake all statutory and mandatory training and post holders must be able to undertake physical interventions.

Main duties of the job

• To work closely within a multi-disciplinary team to provide administrative and secretarial support in accordance with the requirements of the service as led by the department staff.
• To project the professional image of the business through demonstrating excellent customer care in all activities.
• To adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales.
• To be responsible for a number of office systems including ordering stationery, petty cash, payment of invoices and fax/photocopier control.
• To maintain confidentiality at all times.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

Detailed job description and main responsibilities

• Communicating effectively with a wide range of people including colleagues, Managers and members of the public, ensuring at all times that a professional approach is presented
• Transferring internal and external calls, mail and emails and taking messages, ensuring that all issues are actioned or passed on and followed up in a timely manner
• To be responsible for a number of office systems including ordering stationery, clinical supplies and the administration of petty cash
• Using Microsoft office applications to produce letters, reports, spreadsheets, emails etc. to a high standard
• Using Patient Administration Systems, i.e. RIO, PAS, stock ordering systems etc.
• Ensuring that all departmental spreadsheets and Information Systems are accurate and are kept up to date

• Prioritise own workload, organising work to meet priorities and highlighting to appropriate colleagues when potential problems may occur
• Keep all files, systems, and paperwork up to date in line with departmental procedures, highlighting any difficulties or potential issues to line manager
• Ensure all paperwork is filed or shredded promptly and securely
• Carrying out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and documents, etc
• Actively participating in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager
• As far as possible within own role, ensure a professional, proactive service is provided to customers, including helping as far as possible with the absence of colleagues to deal with enquiries and avoid potential problems
• Undertake other support functions as requested by the Manager
• Acts in ways that support equality and value diversity. Treat everyone with whom you come in contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity.

• To work flexibly as part of the administration team, ensuring deadlines are met and adequate cover is provided to include covering reception duties and ward secretaries within the Locality where applicable and deemed necessary.
• To project the professional image of the Trust through demonstrating excellent customer care.
• To arrange, attend and minute medical and department meetings.
• To maintain staff annual leave and sickness records.

This role is not eligible for sponsorship as per the Government’s UK VISA and Immigration Rules and Regulations. For more information please visit

https://www.gov.uk/browse/visas-immigration/work-visas