Departmental Secretary

4 days ago


Gateshead, United Kingdom Gateshead Health NHS Foundation Trust Full time

We are looking for a highly motivated and customer focused individual to join the department and provide a comprehensive secretarial and administration service to the Head of Digital Solutions and Technical Services and the rest of Digital Management Team. The post holder will be professional at all times, and expected to use a significant amount of initiative and discretion in the discharge of all duties.

Provide an efficient and effective secretarial service including preparing agendas and papers, minute taking and scheduling of meetings to support the Health Informatics agenda.

Provide administrative support to the senior informatics team when necessary.

Supporting the Digital management team in the administrative tasks in the department, such as completeness of Healthroster and Microsoft Shifts.

Based in the North East of England we provide a range of hospital and community health services from our leading facilities including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.

Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.

As a group we employ around 4,200 staff and currently provide 600 hospital beds across Gateshead. Our primary focus is on providing excellent general health services to our local community complemented by key specialist areas including Gynaecology, maternity, palliative care and old age psychiatry.

As a Directorate, the Digital team employ around 120 people across multiple disciplines including system and infrastructure management, development and integration services, service desk provision, project management, records management, clinical coding and specialist governance management.

Provide an efficient and effective secretarial service including preparing agendas and papers, minute taking and scheduling of meetings to support the Health Informatics agenda.

Provide administrative support to the senior Digital team when required.

Supporting the Digital team in the administrative tasks in the department, such as completeness of Healthroster and Microsoft Shifts.

Provides confidential secretarial and administration support dealing with confidential and sensitive information across the Digital department.

Communicates on a daily basis with all levels of staff both internally and externally, negotiating and arranging meetings both locally and externally.

Deal with telephone and general enquiries; taking detailed messages and relaying appropriate information quickly and efficient.

Managing the post, highlighting urgent business, dealing with routine matters independently, forwarding copies to appropriate people, ensuring all dates are complied with and following up/ bringing forward any business as needed.

Facilitating the accurate of recording of Health Roster time recordings.

Preparing documentation, accurately transcribing hand-written and audio notes and using appropriate software to develop and maintain key documents.

Undertaking administrative support duties as necessary, e.g. photocopying and circulation of information to relevant parties.

Organizing meetings, liaising with room bookings and travel as appropriate.

Ensuring that all relevant documentation for meetings are distributed on time.

Ordering of any equipment and stationary for all areas.

Ensuring that discretion and confidentiality is maintained within the office at all times.


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