Departmental Secretary

6 months ago

Leeds, United Kingdom Leeds Teaching Hospitals Full time

**Job Title**: Secretary/Departmental Secretary Reports to: Office Manager Accountable to: Office Manager Band: Band 3 Unit/Department: Microbiology Location : AfC Job No: 738 2. JOB PURPOSE/SUMMARY To provide secretarial and administrative support to the Microbiology Department. The post holder will be part of a team of secretaries providing administrative and secretarial support to the Microbiology Department. Any member of the Department may ask for help with administrative tasks and the secretaries help out where possible.

3. ORGANISATIONAL CHART Service Director - Service Manager - Administrative Manager - This post 4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY The post holder will provide a high quality secretarial/clerical service including specialist word processing/audio skills. The post holder will organise their dedicated managers 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 post holder will maintain electronic diaries The post holder will help with the ordering of office supplies The post holder will undertake administrative work for their dedicated manager including travel arrangements The post holder will undertake other ad hoc clerical or administrative duties as required The post holder will be expected to attend any statutory courses as required for the post The post holder 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 post holder. 5. THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work.

**Our five values are**: Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values Additionally, the following are core values which relate specifically to this post: Commitment to delivering a high quality secretarial and administrative service Commitment to flexible working in a team situation Commitment to encouraging a positive working environment Commitment to own development 6. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT) Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.

WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. 7. INFECTION CONTROL The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions.

Hand hygiene must be performed before and after contact with patients and their environment. 8. HEALTH AND SAFETY / RISK MANAGEMENT All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system 9.

EQUALITY AND DIVERSITY The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. 10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority.

The jobholder will undertake all mandatory training required for the role. 11. COMMUNICATION & WORKING RELATIONSHIPS The post holder will be expected to establish, maintain and respect good working relationships and

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