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Department Secretary

3 months ago

Gloucester, Gloucestershire, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

We wish to appoint an efficient, experienced, and committed Secretary to PA and administration support within the busy department of Inpatient Therapy at Gloucester Royal and Cheltenham General.

The post-holder will be providing a confidential and professional secretarial service. This will include administration and secretarial support to both the Head of Therapy and the Clinical Service Leads.

Good communication is essential to ensure a proficient, high-quality service for patients, Clinicians and Specialist Therapy Teams.


The post-holder will work as part of a small administrative team and will report directly to the Head of Therapy and Assistant General Manager.


We are looking for enthusiastic and motivated individuals who fit in with our ethos of continual improvement and delivery of the highest quality patient-centred care.

You will ideally have a minimum of 1 years' secretarial experience in a medical setting.


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


The Post holder will be required to use their own initiative and work collaboratively with the departmental secretary at Cheltenham General Hospital to ensure effective secretarial and administrative support which is consistent across the trustwide therapy service (Occupational Therapy and Physiotherapy).


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.


It is expected that all employees uphold the values of the organisation as our values underpin everything we do and describe the way we expect our staff to behave towards our patients, families and carers and between each other.


We have the following three values:

  • Caring

Patients said:
"Show me that you care about me as an individual. Talk to me, not about me. Look at me when you talk to me."

  • Listening

Patients said:
"Please acknowledge me, even if you can't help me right now. Show me that you know that I'm here."

  • Excelling

Patients said:
"Don't just do what you have to, take the next step and go the extra mile."


The post holder will manage Clinicians correspondence, dealing with telephone calls/typing letters with a potentially distressing or emotional content, minute taking for departmental meetings, handling patient queries, and liaising with other healthcare professionals in order to support the delivery of Trust activity targets and deliver safe patient care.

Computer literate in all Microsoft packages is essential. Ability to multi-task.

This is a responsible role, and you will be expected to use your own initiative, make independent decisions and deal sensitively with patients, their relatives and the wider healthcare team.

Knowledge of Trackcare/EPR/Health Roster

Working as a team player is an integral part of the job role therefore good communication skills are key.

Leadership and management

  • To work as part of an Administrative Team working flexibly to ensure that administrative work is shared out equally and performed to an excellent, efficient and safe standard.
  • To cover colleagues during absences/annual leave/sick leave as directed by the Assistant General Manager.
  • Undertake routine office duties including electronic note tracking, photocopying, filing of correspondence and results for maintenance of records.
  • Assist in the training and induction for new and existing colleagues
  • Taking the initiative as an when required as well as working flexibly and adapting to demands of the Department/Team as appropriate.
  • Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
  • Undertake any other duties within the role, as required at the request of your Line Manager.
Contact Details

Joseph Droogan (Assistant General Manager)

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