Secretary

Job summary

Secretary Band 3 Full Time- hours per week

The purpose of this role is to provide a confidential and comprehensive secretarial service and to undertake a full range of administrative duties.Managing a range of secretarial support to Health Professionals & Allied Health Professionals as required.

Main duties of the job

The post holder will demonstrate good organisational skills and have the ability to plan and undertake additional work as required.Undertake duties delegated by management, using own initiative and working without provide a courteous and diplomatic point for post holder must be able to maintain a total level of confidentiality and be able to understand and act on post holder will be familiar with a full range of clerical/secretarial tasks and undertake specific dutiesTo provide secretarial support to senior managers as post holder may be required to work from any Community Healthcare base according to the needs of the service.

About us

Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.

We have a clear set of values & behaviours which we expect all of our staff to demonstrate:

Safety Care Respect Communication Learning

We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+& Disabled people.

Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.

Job description

Job responsibilities

SECTION 1- MAIN RESPONSIBILITIES :

Office management skills including management of clerical officers if applicable.

Provide a confidential and comprehensive secretarial service and to undertake a full range of administrative duties.

Provide a full range of clerical tasks such as answering the telephone, opening the post, typing, filing, scanning, photocopying & faxing.

Use IT skills including spreadsheets, word processing, e-mails and basic keyboard skills as well as retrieval of information using database systems, preparing and processing sessions.

Diary management.

Provide audio typing within the service

To manage referrals received and use the patient data system package to book patient appointments.

Data in-putting on a regular basis.

Booking training/events.

Booking allocation of rooms for services to use ensuring relevant equipment is available.

You may be required to provide administration support for services being provided off site.

To work as part of a team and to carry out tasks set by the Line Manager

To be conversant with all of the services offered within Community Healthcare.

Knowledge of Data Protection Act and Patient Confidentiality, Risk Management and Health and Safety Procedures

To attend all Mandatory Training Fire Lectures, Manual Handling, Basic Life Support, & Risk Management

To undertake Waste Management and energy saving procedures in accordance with Trust policy

To support the Line Manager in the smooth running of the service.

Secretaries are expected to cover at own and other community facilities during annual leave and sickness absences. The post will include a range of duties, which fall within clearly defined limits.

Responsible for reporting any issues with the building to the Estates Department to ensure facilities are fit for purpose.

SECTION 2- KNOWLEDGE AND SKILLS

Communications

To communicate confidential, sensitive or contentious information with a range of people internally and externally across act as a point of contact for all enquiries using initiative, diplomacy and sensitivity.Screening all calls, recording messages where appropriate and ensuring all urgent matters are dealt with communicate verbally and non-verbally to deal with enquiries from service users/relatives, members of the public and outside organisationsTo frequently provide prompt responses to queries that come into the service.Communicate appropriately and effectively through the use of email, written correspondence and verbal communication. Having awareness of communication difficulties language, hearing and sight impaired have verbal and non verbal communication skills, to have the ability to handle occasional aggressive work flexibly as a member of the team and to conduct and complete work generated by line manager.

Responsibility for Patient Care

To ensure service users are given appropriate information and direction in relation to the services provided.Service users are greeted and dealt with in a courteous and professional patients /service users/carers/relatives during incidental contacts.

Planning and Organising

To manage and organise the busy schedule and diary commitments effectively and appropriately, through prioritisation, organisation and planning.Forward scheduling regular meetings and ad hoc meetings as directed and required.Resolving conflicting appointments and arranging urgent meetings, which arise on a day-to-day basis as requestedMaintain an accurate record of incoming mail and follow issues up, dealing with these issues personally wherever possible and ensuring urgent items are dealt with promptlyMaintain accurate filing system (electronically or paper based) and a bring forward system ensuring easy retrieval of information.Arrange meetings and hospitality as required, arranging venues, equipment, refreshments, etc. (both small and large scale). Ensuring that relevant attendees are in receipt of necessary paperwork for these meetings and provide maps where undertake associated secretarial tasks agenda preparation, minute taking, photocopying, scanning, faxing, e-mailing and the routine upkeep of office equipment.Organise and plan own day to day workload or activities in order to meet the demands of the job post holder is expected to use their initiative to a significant level and work without direct supervisionTo assist with data collection and audit as required by the line oversee the inputting of data and ensuring adherence given to timescales on the patient information system.

To promote and monitor quality of work within the service to provide an optimum to the nature of the work, the post holder must be able to prioritise, as frequent interruptions can be expected from the public and professionals.

Responsibilities for Physical and / or Financial Resources.

Ensure safe and efficient use of equipment, resources and consumables at all times.Responsible for ordering stock items (stationary).

Responsibility for Policy and Service Development and ImplementationTo contribute to proposed secretarial procedures through feedback and contribute to the review and development of policies as appropriate to the identify areas that could be enhanced to support service development,Adhere to Policies and be aware of, comment on and/or actively participate in changes on policies, procedures or service embrace and support line management and the department in making service improvements effective within the workplace.

Responsibilities for Human Resources and Leadership

To contribute to the recruitment and selection process of clerical staff according to Trust participate in Performance & Development Review with the line managerUsing your knowledge and skills, provide support and guidance to staff as required.Support new or less experienced work colleagues to adapt to the workplace.

Responsibilities for Teaching and Training

Participate in training and development activities that are relevant to the job role.

Responsibilities for data and information resources

To use electronic communication systems such as emails, intranet, team brief and internal communication and transcribe minutes of meetings as required.Develop and implement changes to documents. Update reports and documents as directed.

Research, Development and Audit

To provide assistance as requested by the line manager to complete internal clerical audits.

SECTION 3- EFFORT AND ENVIRONMENT

Physical Skills and Effort

When filing the Post Holder will have to bend, stretch and lift boxes of stationery, files, working in a limited Post Holder is expected to move from their area of work to perform other duties related to the post in other parts of the building Post holder is expected to travel to other Community Facilities to cover when the needs of the service demands.Frequent concentration when using the computer.Keyboard skills including Post Holder is expected to switch from task to task throughout the day from work to answering the telephone to Reception duties.Occasionally type letters of an emotional VDU equipment regularly for long periods of time.

General Duties

The Secretary is the link between the Health Care Professional and Service users who utilise the services within Community Healthcare. The role of Secretary is not to give medical advice but to refer on to a Health Care Professional or relevant other duties as appropriate to the job description is issued as a guideline to help you understand the duties you will be initially expected to undertake. It may be changed from time to time to meet new working requirements after discussion between you and your with the designated tasks the successful candidate will acquire an understanding of the duties and responsibilities of colleagues to become an active and proficient member of staff.

Person Specification

Education and Qualifications

Essential

IT Skills in Microsoft, word and excel Powerpoint

Desirable

Car Driver/ ability to travel. Advanced Word Processing skills - RSA III or equivalent

Knowledge

Essential

English and Maths, GCSE, CSE, level 1 or A-C or above Good working knowledge of all Microsoft Packages (Word, Excel, Access, Powerpoint)

Experience

Essential

Previous supervisory experience/Line Management Working experience of general office duties Experience of working with routine and urgent work in an administration and secretarial capacity. Experience of developing and maintaining office systems including electronic and physical filing systems. Experience of taking minutes of meetings Experience of using Internet & Email

Skills and Abilities

Essential

Typing/IT skills (email, word processing & File Management) Knowledge of the Microsoft Packages./ RSA3 or NVQ Level 3

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