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Job overview
To lead in the provision of a comprehensive, professional, effective secretarial and administrative service within the specialist services division.
The post holder is the first point of reference and as such must display must possess mature judgement and maintain a calm, friendly and efficient manner when dealing colleagues and visitors. The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. To undertake duties without direct supervision, working within broad procedural guidelines. The worker will work closely with Head of Nursing, Deputy Head of Nursing, Clinical Director and the Operational Leads.
Previous applicants need not apply.
Please be aware that this role in not eligible for Sponsorship.
Main duties of the job
- Responsibility for ensuring all correspondence is accurately and appropriately presented.
- To be highly skilled and experienced in the full range of secretarial work practices, software programmes.
- To use proficient internet skills to access, search and retrieve data.
- To use touch typing, audio and shorthand skills as necessary in daily work
- To use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
- Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
- To transcribe formal minutes of meetings and distribute and store/file as necessary.
- To support the managers in the interview process, dealing with associated paperwork.
- To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible
- Responsible for a number of data bases and filing systems
- To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
- To update skills as necessary and attend mandatory training
Detailed job description and main responsibilities
- Responsibility for ensuring all correspondence is accurately and appropriately presented.
- To be highly skilled and experienced in the full range of secretarial work practices, software programmes.
- To use proficient internet skills to access, search and retrieve data.
- To use touch typing, audio and shorthand skills as necessary in daily work
- To use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the managers.
- Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].
- To transcribe formal minutes of meetings and distribute and store/file as necessary.
- To support the managers in the interview process, dealing with associated paperwork.
- To be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and archiving where possible
- Responsible for a number of data bases and filing systems
- To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
- To update skills as necessary and attend mandatory training
Planning and Organisational Skills
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- To manage deadlines with unpredictable work patterns
- To concentrate on completing tasks during periods of frequent interruption from staff and switching attention
- To report and ensure equipment and environment faults are dealt with by relevant persons
- To create, maintain and update filing systems.
- To arrange/ set up meetings, send out invitation letters, book room, compile agendas and take formal minutes, as required
- Ensuring all messages are relayed as quickly as possible to Admin Managers and their teams