Nhs 111 Secretary to Heads of Service

3 weeks ago


Oldbury, United Kingdom Appcastenterprise Full time

**NHS 111 Secretary to Heads of Service - Oldbury**

**DHU Healthcare**

**The closing date is 27 March 2023**

**Job summary**

Are you a multi-tasker with an eye for detail?

Enjoy the buzz of a busy office environment, where no day is ever the same?

Then our new role as Secretary to Heads of Service in DHU Healthcare could be for you

We are looking for someone with exceptional administrative abilities - whose communication, organisational and IT skills make them stand out from the crowd. This is a superb opportunity for an enthusiastic, conscientious individual who relishes a challenge,and can work efficiently and accurately.

**Main duties of the job**

You will be responsible for a wide range of tasks, including:
Arranging meetings, preparing meeting packs, and taking notes or minutes

Meeting and greeting visitors, providing refreshments, and escorting them to the right venue

Providing confidential secretarial support to the Heads of Service within our NHS 111 Division

Managing diaries and collating supporting information for appointments

Preparing reports, briefing papers, documents, and presentations

**About us**

**Date posted**

27 February 2023

**Pay scheme**

Other

**Salary**

£22,548 to £24,881 a year Pro Rata Per Annum

**Contract**

Permanent

**Working pattern**

Full-time

**Reference number**

M0051-STHOS-Oldbury

**Job locations**

D H U Healthcare

Joseph Street

Oldbury

West Midlands

B692AQ

**Job description**

**Job responsibilities**

Purpose of the Role

Working under the guidance of the Operational Performance Manager to provide secretarial and administrative services to the Heads of Service within the NHS 111 Service.

Key Success Measures

To provide an efficient secretarial service to the Heads of Service.

Key Areas of Responsibility & Accountability

To provide confidential Secretarial support to the Heads of Service within the NHS 111 Division as required.

To assist in maintaining the diary for the Heads of Service ensuring that appropriate supporting documentation is provided to them relating to appointments.

To plan and arrange travel bookings in consultation with Managers as required.

To process correspondence and ensure all mail, including the outlook mailbox, is effectively and efficiently managed in a timely manner.

To co-ordinate queries to the most appropriate and available Senior Manager as required.

To take telephone calls for Senior Managers as required in a professional manner, ensuring details and messages are passed through as appropriate in a timely fashion.

To arrange meetings as required, ensuring the Heads of Service are well prepared for meetings. Agenda and paperwork is to be issued well in advance of the meeting.

Capturing action points at meetings from Microsoft Teams recordings.

To set up meeting rooms in preparation for meetings e.g. tidy room, ensure IT connectivity if required, water and glasses available, etc.

To meet and greet visitors for the DHU Heads of Service ensuring that they are well looked after with refreshments, informed and guided to the relevant meeting room.

To organise/provide refreshments for meetings as required, and subsequently tidy meeting room when meeting is finished.

To maintain appropriate secretarial filing, retrieval and record systems within the office.

To assist with organising external events.

To prepare appropriate reports, briefing papers, documents and presentations as required.

Completion of administrative tasks for the Heads of Service as required.

Proactively seek work from DHU 111 Management to assist the team in providing an efficient effective service.

To support and assist with training new members of the team as and when required.

Keeping our patients, the public and ourselves safe and well is part of every role in DHU. To maintain high levels of safety all staff are encouraged toopenly report incidents and any risk identifiedin Datix or, where not possible to use Datix, to reportthrough the Duty SupervisorShift report.

Communicate with staff within DHU Health Care.

Communicate with management and staff across the organisation.

Communicate with clinical and managerial staff within Clinical Commissioning Groups.

Communicate with staff in local primary and secondary care services.

Communicate with related services within the local health economy.

Communicate with Social Services and local intermediate care services.

As you will expect the organisation may change from time to time and you will be expected to meet the operational requirements.

Any other reasonable duties as required from time to time.

Job description **Job responsibilities**

Purpose of the Role

Working under the guidance of the Operational Performance Manager to provide secretarial and administrative services to the Heads of Service within the NHS 111 Service.

Key Success Measures

To provide an efficient secretarial service to the Heads of Service.

Key Areas of Responsibility & Accountability

To provide confidential Secretarial support to the Heads of Service within the NHS 111 Division as required.

To assist in maintaining the diary for the Heads of Service ensuring that appropriate supporting documentation is provided to them relating to appointments.



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