Divisional Secretary

2 weeks ago

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

About the Role

We are seeking a highly organized and proactive Divisional Secretary to provide administrative support to the Divisional Matrons and Divisional Management team within Medicine. This is a part-time role at 30 hours per week.

Key Responsibilities

  • Provide diary management and secretarial cover to the Medicine Matrons and also the division when required.
  • Arrange dates and venues for divisional meetings, liaise with the Chairperson to produce agendas, take minutes and transcribe, distribute minutes and initiate actions for meetings as appropriate.
  • Assist in all aspects of HR processes in relation to recruitment, attendance management and disciplinaries.
  • Undertake the typing and distribution of general correspondence such as letters, memos, reports, email as required.
  • Liaise with other agencies and Trust staff.
  • Collate requested information for Divisional Management Team.
  • Monitoring and ordering of items for the Division via ORACLE and NHS Supply Chain.
  • Raise vacancies via TRAC.
  • Answer telephone queries and provide information for the Division.
  • Handle all incoming mail and to take appropriate action where necessary, also to ensure outgoing mail is dispatched in a timely manner.

About Us

Choose Well - Choose WWL

Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement and living our values 'the WWL Way'. We are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity.

Person Specification

Qualifications

Essential

  • Good standard of education including 5 GCSE's or equivalent qualification.
  • ECDL equivalent qualification/experience.

Experience

Essential

  • Proven relevant experience of providing a secretarial or audio typing service or equivalent.
  • Experience of successfully working within tight time frames and to deadlines.
  • Experience of word processing.
  • Demonstrable experience of using Word documents / Excel Spreadsheets.
  • Minute taking.
  • Sensitive of confidential information.

Skills

Essential

  • Conversant with Microsoft Office.
  • Ability to communicate in a clear and concise manner.
  • Ability to use VDU equipment.
  • Ability to work under pressure.
  • Ability to type documents in a letter format.
  • Clear and accurate written & verbal communication skills.
  • Attention to detail.
  • Time management skills.
  • Responds positively to change.
  • Able to work unsupervised or as part of a team.
  • Able to prioritise workload.

Knowledge

Essential

  • Knowledge of different filing systems paper/electronic.
  • Knowledge of office Health and Safety.
  • Basic understanding of Health Service.

Additional

Essential

  • Able to travel to other sites if required.
  • Speak English to an appropriate standard relevant to their role, with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
  • Demonstrates willingness to meet the performance criteria set out in the job description and undertake personal and professional development.
  • Motivated and proactive.

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