Directorate Secretary

5 months ago

Liverpool, United Kingdom Liverpool University Hospitals NHS Foundation Trust Full time

1. To provide high level secretarial/administrative support to directorate management teams including clinical directors and heads of department.2. Receive incoming mail for directorate management team. Identify appropriate action, ensure responses and follow up action, where appropriate, within set timeframes.3.

Ensure all correspondence relating to patient care is accurately checked on the Patient Administration System (PAS), and acted upon in a timely manner.8. Support directorate management teams by preparing and printing documents using relevant packages, in preparation for meetings, internal and external to the Trust.9. Set agendas, take and transcribe formal minutes.10. Organise and co-ordinate meetings, conferences and events, booking rooms, where necessary and ensure that appropriate equipment is available.11.

Manage seminar room bookings for appropriate area.12. Book overnight accommodation, co-ordinate travel arrangements, obtaining travel warrants and purchasing transport tickets.13. Ensure appropriate personnel are informed of consultant, junior doctors annual leave/study leave, and sickness absence.14. Maintain annual leave and sickness absence for consultants and junior doctors.

Record sickness for all directorate staff, for escalation to appropriate manager.15. Compile, prepare, type and distribute rotas for medical staff in conjunction with Clinical Director, including on call rotas.16. Liaise with Medical Human Resources Department, with regard to honorary contracts for medical/nursing staff visiting the department, and advertisements/interviews for junior and consultant medical staff.17. Preparation of departmental induction and teaching programme for junior doctors, taking an active part in the departmental induction.18.

Ensure consultants are up to date with mandatory training/appraisals and information is recorded.19. Maintain record for all medical staff claims in relation to extra duties, annual leave and study leave20. Responsible for processing donations by submitting cash/cheques to general office and sending correspondence to donator.21. Assist with the investigation and compilation of responses to complaints/incidents, helping to ensure this is done with the optimum deadlines set by the Trust.22.

Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.23. Complete and maintain the Staff Variation Lists (SVLs), for all staff working within directorate.24. Organise and maintain departmental stock and stationery, raising electronic requisitions, authorised signatory for small payments and authorisation of appropriate invoices.

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