Secretary

JOB PURPOSE The post-holder will be required to provide a comprehensive secretarial service relating to NHS work for a clinical/managerial team in the department in accordance with Trust policies and procedures. This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedures. Professional Maintain a professional appearance in line with the Trust dress code Uphold the Trusts values and behaviours (available on the Trust web site) and behave in a manner fitting with the responsible position of Secretary, maintaining confidence. Maintain professional and courteous working relationships with staff and respect the equality and diversity of each and every person they come into contact with in the course of their business.

Uphold the privacy and dignity of the client group and respect equality at all times. Key Responsibilities Act as a focal point for the service leadership team. Provide a friendly and professional service; deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with members of the public, external bodies/agencies and internal staff of all levels by a variety of means i.e.

Undertake typing of correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include agenda, action logs, letters, reports, minutes of meetings and other administrative work. To undertake diary management, arrange appointments, schedules, venues (equipment and facilities) and resolve any conflicting appointments as required for the service leads. Assist service management teams with administrative tasks, e.g.

utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures.

Copying/printing/preparation/circulation/scanning of documents within prescribed timescales. Distribution and checking of other documents by service leads as requested, e.g. policies, procedures, presentations. Preparation of orders and receiving of goods/services in order to maintain efficient running of the service as required Keep appropriate statistical records/information as and when required for the service leads management team.

To contribute to departmental audits through the compilation of data collection in order to comply with audit requirements. To be responsible for ensuring copies of correspondence are stored in accordance with standard operating procedures. To be responsible for the confidential management of records and ensure that all documentation is returned to the appropriate department in a timely manner and within standard operating procedures. The post holder will give relevant assistance and training as and when required to support all colleagues.

To carry out general administration duties and provide clerical assistance, as required. Answer phone calls and redirect them when necessary To provide cover/secretarial assistance to colleagues within the therapies department at times of absence. To ensure post addressed to the service management team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail.