Senior Secretary

3 months ago


Bolton, United Kingdom Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust Full time

Provide a full range of administrative secretarial support to the divisional management team. The post holder will provide administrative and secretarial support to the SSDU / ERU Management Team. Distributing and prioritising incoming and outgoing mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information in a timely manner. Providing a PA service for the Sterile Service Manager and Decon Manager and Operations Managers including raising purchase orders, word processing, filing, audio typing, photocopying and composition of letters when required.

Liaise with external agencies and contacts within the Trust when necessary Act as a first point of contact for all communications internally and externally to the divisional management team prioritising all such communications as appropriate, including sensitive and confidential issues. Action work on own initiative without direct supervision, address and redirect, where appropriate, queries that would otherwise have to be handled by the management team. This will include drafting letters and memos as appropriate. Work flexibly as an admin support team to maintain an efficient service especially in times of absence, i.e.

annual and sickness leave. Ensure smooth running and maintenance of the photocopier and other office equipment. Managing vacancies up to appointment. Use of Trac system, ensuring all relevant documentation is completed and on the correct template which includes job descriptions, person specifications, equivalency forms and pre-employment checks as required.

Interviewing/Shortlisting where applicable. Maintain effective stock of raw materials, sourcing new suppliers and materials when required. Working closely with the Procurement team to enhance any money saving opportunities that may be available. Completing single tender waivers, new supplier requests, obtaining quotations and invoices as required.

Effective use of IT system; Microsoft Package, Outlook, Scantrack, Oracle, NHS Supply Chain and Trac. Ensure that any goods ordered/booked (including travel and accommodation) are within budgetary constraints and reflect value for money and the most cost effective arrangements. Ensure that all invoices for goods ordered (including travel and accommodation) are receipted on Oracle in a timely fashion. To maintain confidentiality at all times in accordance with the NHS and professional codes.



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