Divisional Secretary

Job summary

PREVIOUS APPLICANTS NEED NOT APPLY

An opportunity has arisen for a permanent post within the Division of Medicine as a Divisional Secretary to support the Divisional Matrons and Divisional Management team within Medicine. This is a part time 20 hour post.

You will be required to support a range of Divisional Managers in meetings, taking minutes, drafting agendas and full diary management and support for the Divisional Matrons, plus a variety of other secretarial duties.

A flexible and proactive approach will be required. You will work alongside and injunction with 4 other Divisional Secretaries/Personal Assistants to ensure the smooth running of the Secretariat.

Please note this vacancy may close before the specified closing date if a high volume of suitable applications are received.

Main duties of the job

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'.

WWL 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. With this in mind we are seeking to recruit people who share our values and beliefs.

Job description

Job responsibilities

Planning and Organisational Duties

Diary management for the Medicine Matrons and Division when required. Arrange dates, venues and facilitate for meetings, take minutes and produce agendas for, distribute minutes and initiate action for meetings as appropriate. Organise and maintain efficient office filing systems where appropriate

Communications and Key Working Relationships

Key Relationships: Divisional Medical Director/Divisional Director of Performance/Head of Nursing/Directorate Managers/ Matrons/ Directorate Performance Managers /Deputy Performance Manager/Divisional PA/Governance and HR Monitoring/Rota Co-ordinator/other Divisional Secretaries

Responsibility for Finance

Appropriate use of resources within own area of responsibility

Responsibility for Human Resources

Take every reasonable measure to ensure confidentiality of correspondence and personal records. Arrange appointments for informal/formal attendance management meetings with Divisional Management Team/Human Resources as requeste

Responsibility for Health & Safety

Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions. 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 pro active

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