Supervisor Secretary

3 weeks ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

The Specialist Palliative and Enhanced Supportive Care Service provides specialist care in community and hospital settings for patients with an advanced or progressive illness which may be incurable. The care we deliver can be provided alongside other active medical and therapeutic treatments, in order to improve quality of life. For those towards the end of life we hope that patients can die in comfort, with dignity and in the surroundings of their choice.
Our specialists include nurses, doctors, clinical psychologists and assistant practitioners.

The post holder will be a key member of the Administrative Support Team working across two hospital sites, and will be responsible for the provision of an efficient administration service, dealing with sensitive and sometimes complex matters. You should possess excellent organisational and communication skills along with a strong and proven secretarial background, preferably within the NHS.

**Duties will include but are not restricted to**: Supporting the team with the patient journey from referral to discharge; First line telephone response service, including with complex and often distressed patients and carers; Ensuring the office is efficiently maintained to support service delivery; Creation and maintenance of excel spreadsheets and other MS office related tasks; Problem solving and day-to-day queries from staff and patients.
The post holder will liaise with all colleagues within the department and service line.

The post-holder will provide and supervise an efficient, confidential and professional administration and secretarial service to the Specialist Palliative and Enhanced Supportive Care service.
In addition, this will include overseeing administration support for the Advanced Communication Skills Training courses, which are held in various care settings for clinical staff.

This post requires the skills to provide a high degree of customer service and the ability to deal professionally with anxious, emotionally distressed and vulnerable patients and their families/carers. We are looking for an enthusiastic person who enjoys a challenge with a variety of tasks, and has strong organisational and multitasking skills.
You will need to have previous office experience and excellent communication and IT skills; Possess the ability to prioritise your own workload within tight deadlines; Ability to oversee and manage the team workload; Cope well under pressure; Work well within a team and on your own; Demonstrate initiative and flexibility together with good attention to detail
You will work closely with the Palliative Care consultants and nursing teams to help them provide the best possible care for our patients across Gloucestershire.

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK.

We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
Key Result Areas
Whilst the organisation and structure within specialities/divisions may vary, the specific remit of this role will include:
Supervising an administration team
- Be the first point of contact for the Department.
- Lead and oversee an administrative team across two hospital sites, ensuring appropriate staffing levels are maintained in each office and all tasks are covered
- Maintain frequent contact with admin team throughout the day to distribute work as necessary to ensure progress of work tasks, and to resolve any queries/issues accordingly. Organise the team workload to maximise productivity using SMART objectives, such as answering telephone calls on rotation, etc.
- Work as part of the administrative support team, working flexibly to ensure that work is shared out equally and performed to excellent, efficient and safe standards
- Work as a supportive, respectful and motivating supervisor to the administrative support team, ensuring confidence and competence in their roles and day-to-day activity
- Act as a mentor to the administrative support team
- Hold regular team meetings to cascade information, resolve problems, identify and work on service improvements as well as sharing compliments received with the team.
- Embed processes to monitor the accuracy of work produced from within the administrative support team. Ensure any speciality databases are maintained accurately.
- Responsible for creating, maintaining and distributing service rotas, including rotas for both clinical staff and clerical staff. To ensure that cover arrangements are robust for absences/annual/sick leave in order that service provision is maintained.
- Take part in the recruitme

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