Support Secretary
2 weeks ago
Job summary
** This advert may close early due to high volume of applications **
A vacancy has arisen for a suitably qualified Support Secretary to join the Pathology Administration team within the department within the Directorate of Pathology .
This is a permanent position to provide administrative support for mortuary qualifications delivered by the North Tees Training Centre.
In addition the successful candidate will provide secretarial cover within other areas of the department as and when required.
The position is hours per week working Monday to Friday
Main duties of the job
Assist in the provision of a comprehensive and timely secretarial and administration support service to the department, following all relevant operational policies, procedures and appropriate technologies to assist in the management of course assignments, exams and external verifications, where appropriate, making appointments, arranging meetings, interviews, appeal hearings etc and ensure they are aware of all diary appropriate, act as point of contact, provide a coordinating role in support of the cohort candidates, guest lecturers, external assessors, and associated staff by dealing with telephone calls and queries. Performing in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion, dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where in the preparation of course admin and any related documents and information relating to organisational course applications, joining instruction, timetables etc. for distribution to candidates.
Attend meetings and support the pathology medical secretarywhen required.
About us
At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.
We recruit for values and "Together we are North Tees & Hartlepool"
Job descriptionJob responsibilities
please refer to the full job description and person specification attached.
Assist in the provision of a comprehensive and timely secretarial and administration support service to the department, following all relevant operational policies, procedures and appropriate technologies to assist in the management of course assignments, exams and external verifications, where appropriate, making appointments, arranging meetings, interviews, appeal hearings etc and ensure they are aware of all diary appropriate, act as point of contact, provide a coordinating role in support of the cohort candidates, guest lecturers, external assessors, and associated staff by dealing with telephone calls and queries. Performing in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion, dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where in the preparation of course admin and any related documents and information relating to organisational course applications, joining instruction, timetables etc. for distribution to candidates. Attend meetings and support as and support the pathology medical secretary when required.Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.Effectively coordinate the timely collection and processing of data and information relating to the service using appropriate technologies.Maintain the quality and integrity of data for the purpose of analysis and reporting of information, through effective utilisation of all related trust information, in line with the Trusts IT strategy.Produce data, statistical information and reports in a manner that meets all national, regional and local requirements, through effective coordination of workload and system resources to ensure completion within miscellaneous correspondence, notes, reports, presentations etc., including candidate confidential information and mentor action plans ( notes from hearings, appeals etc), to a high standard of quality using appropriate with and prioritise all incoming post / training website notifications bringing information of key importance to the attention of the relevant staff and processing as in the maintenance of an up to date file system for correspondence and other documents and establish and effective bring forward system to facilitate the timely processing of responses, information, correspondence and documents.Provide secretarial cover within other areas of the department as and when proactive in the development of Administration services to support activity and assist in the continuous assessment and review of Administration working practices and procedures in line with RSPH standards and in the day-to-day supervision of support staff under the direction of the Pathology Administration Lead and lead course facilitator, ensuring that an effective and efficient service is in the promotion of a healthy, safe and secure working environment for the work the Pathology Administration Lead / Department Manager in ensuring that appropriate resources are available within the work area , stationery stocks, equipment other ad-hoc duties as and when required in line with operational and service needs
Person SpecificationQualifications
Essential
GCSE at grade 4 or above in Mathematics, Key Skills at level 2 in Numeracy (or equivalent) GCSE at grade 4 or above in English Language, or Key Skills at level 2 in Literacy (or equivalent) RSA level 2 qualification (or equivalent) NVQ at level 2 or above in Business Administration (or equivalent)Experience /skills
Essential
Demonstrable experience of clerical work involving computerised systems Demonstrate a good working knowledge of windows based computer systems and be proficient in the use of all Microsoft Office applications.Desirable
Experience of dealing with members of the public-
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