Team Secretary

Job overview

The Pathology Administration team are seeking to appoint a motivated individual to provide a high quality comprehensive secretarial service to the Pathology department and to contribute to maintaining an efficient, effective administrative service.  The secretary will provide support to the managers and Leads managing Health Roster, ESR, and providing day to day admin support.  You will also be required to arrange travel and accommodation on occasion for Managers and other designated staff members as required.

The postholder may be required to travel between all Trust sites to support leads and managers.

Please note we reserve the right to close this vacancy prior to the closing date once the required number of suitable applications have been received.

Please note, for Secondment roles before an application is submitted, please ensure you have received the appropriate approval and completed documentation required beforehand, as this may delay the process if an offer was to be made.

Main duties of the job

• Provide comprehensive secretarial service to consultant(s), leads and their team.
• Provide and receive sensitive information
• Establishing good levels of communication with manager(s), other admin/clerical staff, medical and nursing staff and other departments and hospitals including GP practices, patients and carers
• Monitoring own workload & prioritising tasks
• Manage diaries, arrange/minute meetings.
• Resource management – ordering of supplies & equipment

Detailed job description and main responsibilities

Detailed job description and main responsibilities

• Act up in absence of Lead Secretary for periods of annual leave/short-term sickness absence
• Provide comprehensive secretarial service to consultant(s), Leads and their teams.
• Manage diaries, arrange/minute meetings, communication with GPs & patients
• Advanced typing & transcription of clinical & non-clinical documents (OCR 3 or equivalent qualification/experience)
• Support effective utilisation of OP clinic capacity
• Support management of all patient journeys including target administration e.g. GP referrals, 18 week RTT, Cancer 2ww, Typed communication to GPs
• Responsible for day to day running of junior doctor rota, including planning new rotations, allocating annual/ study leave, managing admin aspect of sickness episodes and sourcing locum cover when required
• Support Lead Secretary with induction/training of new staff, sharing knowledge with colleagues
• Resource management – ordering of supplies & equipment
• Exercise judgement and initiative in highly sensitive areas when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person.
• Allocates work to Band 2 staff
• The secretary will liaise with the Human Resources advisor to arrange meetings when required and provide admin support to ensure all relevant letters are typed up and shared with the unit managers prior to sending out.