Secretary

5 months ago

AshtonUnderLyne, United Kingdom Tameside and Glossop Integrated Care NHS Foundation Trust Full time

Secretary Band 3
Full Time
- 37.5 hours per week

The purpose of this role is to provide a confidential and comprehensive secretarial service and to undertake a full range of administrative duties.
Managing a range of secretarial support to Health Professionals & Allied Health Professionals as required.

The post holder will demonstrate good organisational skills and have the ability to plan and undertake additional work as required.
Undertake duties delegated by management, using own initiative and working without supervision.
To provide a courteous and diplomatic point for enquiries.
The post holder must be able to maintain a total level of confidentiality and be able to understand and act on information.
The post holder will be familiar with a full range of clerical/secretarial tasks and undertake specific duties
To provide secretarial support to senior managers as required.
The post holder may be required to work from any Community Healthcare base according to the needs of the service.

Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.

We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
Safety

Care

Respect

Communication

Learning

We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.

**SECTION 1- MAIN RESPONSIBILITIES**:
Office management skills including management of clerical officers if applicable.

Provide a confidential and comprehensive secretarial service and to undertake a full range of administrative duties.

Provide a full range of clerical tasks such as answering the telephone, opening the post, typing, filing, scanning, photocopying & faxing.

Diary management.

Provide audio typing within the service

To manage referrals received and use the patient data system package to book patient appointments.

Data in-putting on a regular basis.

Booking training/events.

Booking allocation of rooms for services to use ensuring relevant equipment is available.

You may be required to provide administration support for services being provided off site.

To work as part of a team and to carry out tasks set by the Line Manager

To be conversant with all of the services offered within Community Healthcare.

Knowledge of Data Protection Act and Patient Confidentiality, Risk Management and Health and Safety Procedures

To attend all Mandatory Training e.g Fire Lectures, Manual Handling, Basic Life Support, & Risk Management

To undertake Waste Management and energy saving procedures in accordance with Trust policy

To support the Line Manager in the smooth running of the service.

Secretaries are expected to cover at own and other community facilities during annual leave and sickness absences. The post will include a range of duties, which fall within clearly defined limits.

Responsible for reporting any issues with the building to the Estates Department to ensure facilities are fit for purpose.

SECTION 2- KNOWLEDGE AND SKILLS
Communications
To communicate confidential, sensitive or contentious information with a range of people internally and externally across organisations.
To act as a point of contact for all enquiries using initiative, diplomacy and sensitivity.
Screening all calls, recording messages where appropriate and ensuring all urgent matters are dealt with promptly.
To communicate verbally and non-verbally to deal with enquiries from service users/relatives, members of the public and outside organisations
To frequently provide prompt responses to queries that come into the service.
To have verbal and non verbal communication skills, to have the ability to handle occasional aggressive callers.
To work flexibly as a member of the team and to conduct and complete work generated by line manager.

Responsibility for Patient Care
To ensure service users are given appropriate information and direction in relation to the services provided.
Service users are greeted and dealt with in a courteous and professional manner.
Assist patients /service users/carers/relatives during incidental contacts.

Planning and Organising
To manage and organise the busy schedule and diary commitments effectively and appropriately, through prioritisation, organisation and planning.
Forward scheduling regu

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