Secretary / Administrative Assistant

An exciting opportunity has arisen for a Band 3 - Secretary / Administrator to work within the Integrated Sexual and Reproductive Healthcare (ISRH) at Patrick Clements Centre, for a fixed term contract.

We are seeking a motivated, committed, dynamic and forward-thinking individual who will join our administrative team within the ISRH Department.

The post holder will need to have excellent secretarial skills, including audio-typing, provide administrative support and be able to input accurate data to generate reports for the service.

In addition, the post holder will have effective communication skills, ability to work under pressure, be a good team player and have excellent customer service skills, in order to support the smooth running of the department.

The post holder will adhere to Trust policy with regards to the sensitive information that patients are providing and all aspects of the Data Protection Act 1998.

Work within the Clinical Support Team to provide a comprehensive clerical
support service

Responsibility for data entry and maintenance of database systems.

Assists in the organisation of workload management - word processing,
distributing and filing etc.

Liaising with clinical and admin staff both within and outside the department.

All staff employed by the Trust are expected to embody our ‘HEART’ values throughout their employment. The values describe how we interact with each other and our patients and underpin everything we do and say to achieve our vision:
Honesty - open and honest in everything we do

Equality - we value all people equally and treat them fairly whilst recognising their individuality

Accountability - we will provide excellent care and ensure the safety and wellbeing of all patients

Respect - we treat everybody the way we would like to be treated

Teamwork - we work together to make improvements, delivering consistent, high quality, safe care
- Liaising with staff both within and outside the department, extensive contact with GP's patients and other relevant external agencies.
- Responsibility for providing and receiving complex/sensitive information requiring tact, empathy and diplomacy.
- Respond to a high volume of external/internal enquires via personal, written and telephone queries.
- Excellent communication skills required.
- In addition to secretarial work, including audio-typing, provide administrative support and input accurate data to generate reports for the service. Work as part of a team, to provide support for and delivery of an efficient service. Occasionally, may be required to cover reception.
- To communicate confidently, effectively and efficiently with a wide range of people, including patients, carers, GPs, clinicians, work colleagues, and other professionals on a range of matters on a daily basis.
- Accuracy and sensitivity are essential as is excellent communication between external and internal personnel, where strict code of confidentiality is of paramount importance at all times.
- Provide accurate medical letters and reports to external and internal personnel. Maintain effective verbal, electronic and written communication with all members of the multidisciplinary team.
- Responding to complaints and passing them on to the appropriate personnel.
- Book appointments for patients using the Lilie (GUM Electronic Patient Record) system.
- To manage and prioritise own workload to meet deadlines and work within the objectives set by the Line Manager.
- To support the Site Team Leader / Service Manager in developing a patient focused service.
- To work as part of the Health Centre/Clinic/Hospital multi-disciplinary team, providing an efficient secretarial and administrative service.
- To ensure all patients, visitors and staff are dealt with in a professional and courteous manner.
- To support the Trust who have multiple sites and on occasions, be able to work at other clinic locations, if required to do so.
- The post holder will be expected to assist with on-site clinic functions, which may vary depending upon the base, (Hub or Spoke site).
- To act professionally and courteously at all times.
- Comply with all Trust policies including Data Quality and the Access Policy.
- Assist in the training and mentoring of new staff team members and to attend all Mandatory training.
- The post holder will adhere to Trust policy with regards to the sensitive information that patients are providing.