Departmental Secretary
4 months ago
2. JOB PURPOSE To provide secretarial and administrative support to the Adult Therapies CSU. 3. JOB DIMENSIONS The postholder will be part of a team of secretaries providing administrative and secretarial support across the Adult Therapies CSU.
Any member of the Department may ask for help with administrative tasks and the secretaries help out where possible. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED It is essential that the postholder: Holds OCR/RSA Level 2 (or equivalent) in word processing or text processing Has experience of using word processing software and presentation software Is reliable and has a professional attitude Has excellent written and oral communication skills Has an excellent telephone manner Is able to work flexibly Has experience of audio typing It is desirable that the postholder: Has significant experience of working in an office Has five GCSEs or equivalent, including Maths and English Can use spreadsheet and database software Has a knowledge of the NHS environment Holds the European Computer Driving Licence Can use his/her initiative when dealing with problems or queries 7. CORE BEHAVIOURS AND SKILLS CSU processes and procedures are followed 8. CORE KNOWLEDGE AND UNDERSTANDING Understanding of the need for confidentiality and discretion Understanding of the need to act professionally at all times Understanding of the NHS and the organisation would be desirable 9.
PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY The postholder will provide a high quality secretarial/clerical service including specialist word processing/audio skills. The postholder will organise Clinical Service Manager and Senior Therapist workload schedules by collating notes relevant to meetings and ensuring supporting papers are ready and available as appropriate. Mail will be collected, distributed, opened and dealt with appropriately. Taking minutes at meetings may be required.
The postholder will maintain electronic diaries. The postholder will help with the ordering of office supplies. The postholder will undertake administrative work for their managers, including travel arrangements. The postholder will undertake other ad hoc clerical or administrative duties as required.
The postholder will be expected to attend any statutory courses as required for the post. The postholder shall undertake to keep up to date with skills and personal development. This list of duties/responsibilities is not exhaustive and may be amended following discussion with the postholder. COMMUNICATION & WORKING RELATIONSHIPS The postholder will be expected to establish, maintain and respect good working relationships and communication with both internal and external organisations, institutions and individuals with whom they come into contact, including those associated with the specialty area and as appropriate within the role.
The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times. 12 SPECIAL WORKING CONDITIONS i) Physical Effort: The role requires a person able to work under pressure to meet deadlines and work quickly and accurately. High level of manual dexterity is required in order to use keyboard skills at the required speed. The post holder would be required to lift and move stationery items.
Boxes of reams of printer paper approx 12 kilos each may require moving on a weekly basis. ii) Mental Effort: Various degrees of concentration are required on a daily basis: - Preparation of papers for meetings (prolonged) - Minute taking (prolonged) - Typing from dictation (frequent) - Taking instruction on specific matters (frequent) - General secretarial duties (frequent and prolonged) - Dealing with phone enquiries from staff and the general public (frequent) - Mental effort is specifically important for arranging meetings. iii) Emotional Effort: The pressure of meeting deadlines and not being able to schedule meetings because of diary commitments is stressful. (Frequently) iv) Working Conditions: The Secretarial Team share an office.
The temperature in the office can vary daily. The post holder may have to deal with a variety of personnel and visitors through the department which can be distracting.
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