Team Secretary

1 month ago

Wakefield, United Kingdom South West Yorkshire Partnership NHS Trust Full time

**The post-holder will**: under the supervison/direction of the Administrative Supervisor, within a delegated framework for agreed tasks and seeking support as and when necessary, provide a comprehensive, confidential, Secreterial/administrative service to clinical/support services, in an efficient and confidential manner. provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times. demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service. may work within clinical environments where conflict resolution may be required.

act as principal point of contact for users of the service eg,individuals from within/outside the Trust, service users and members of the public etc. work flexibly to meet the needs of the service. develop and maintain good working relationships by being, flexible, adaptable, polite, positive and empathetic, communicating effectively and informatively. work with sensitivity and have a good understanding of the service provision and issues experienced by its users.

prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set. Refer and seek guidance on issues outside of postholders level of competency or authority to the Administrative Supervisor. work within well-established departmental/Trust policies, procedures, protocols, guidelines and established service delivery plans at all times.

use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to others user communication difficulties. ensure the service experienced is positive and service user confidentiality is maintained at all times. Treat users of the service, colleagues etc, with respect, dignity, courtesy and in accordance with the Trusts Values.

**KEY RESULT AREAS**: 1.1 Service provision: To assist the department with office duties, for example: Word processing of correspondence /reports/ other documents accurately via copy or audio To take and transcribe minutes Dealing with telephone calls/ messages Photocopying/ Filing/ Scanning Receiving visitors/Reception Monitor and maintain department stationery supplies Reporting faults Mail handling Arranging meetings, hospitality, venues, distributing agenda/notes Managing diaries Create and Maintain Databases/Spreadsheets Maintain databases Demonstrate duties to new starterss Provide cover for other members of the team. Deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Administrative Supervisor, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate. Assist the Administrative Supervisor as required.

Proactively and positively contribute to the achievement of business outcomes through individual and team effort, with the focus being on delivering excellent customer services. Assist in the promotion of an open, welcoming, person-centred culture for service users. Seek and support feedback from service users to aid service improvement as required. Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust Intranet and Internet as required.

Maintain accurate documentation. Use appropriate documentation/systems in accordance with local and Trust standards. Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.

Build and sustain effective communications to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know. Contribute to the smooth running of administrative systems and meeting of all relevant deadlines. Recognise and respond appropriately to any emergency situation.

Contribute to the reduction of hazards in the environment, considering safety, security, theft or damage. Undertake safe infection prevention and control by using protective equipment, safe disposal of waste, performing hand hygiene, cleaning, disinfecting etc. Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities. Support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality se

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