Maternity Services Administrative and Minute Taker

1 month ago

Torquay, United Kingdom Torbay and South Devon NHS Foundation Trust Full time

Job summary

Provide comprehensive and high quality secretarial, administrative and clerical support to the Director and Deputy Director of Midwifery & Gynaecology and Matrons for Women's Health and wider Divisional Office department ensuring an effective and efficient service is delivered.

Support the Admin Team Leader to undertake change management.

Ensure that patients are treated with courtesy, dignity and respect.

The most rewarding part of this role is providing a high standard of administrative assistance to clinicians, patients, carers, relatives, outside agencies and the overall team ensuring they are all well supported.

The post holder works with very little supervision, prioritising and manging their own workload on a day to day basis.

Manage the Director and Deputy Director of Midwifery & Gynaecology and Matrons diaries on a daily basis.

Minute taking at meetings including typing and distributing of minutes. Touch typing of minutes from notes, dictation and/or recordings.

Main duties of the job

o provide administrative support to members of the Women's Health Management Team, along with wider team members work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with stakeholders as requested Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others. To ensure that arrangements regarding medical staff leave and cover arrangements are circulated appropriately and that clinical activities are amended accordingly Taking and transcribing formal minutes undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader Arrange induction meetings for new Midwives, Maternity Support Workers, Nurses and Healthcare Support Workers

About us

The Maternity services Administrative support and Minute Taker is an exciting, demanding and fast-paced role.

Providing comprehensive and high quality secretarial, administrative and clerical support to the Director and Deputy Director of Midwifery & Gynaecology and Matrons for Women's Health and wider Divisional Office department ensuring an effective .

Why Work With Us

Job description

Job responsibilities

To produce and update standard operating procedures (SOPs) for all aspects of the role Taking and transcribing formal minutes

To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department

To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader

Diary Management of specified clinical staff

To provide cover for other members of the Womens Health team as required to ensure optimum efficiency of the department

Any other appropriate duties/tasks as requested by management

To identify areas for service improvement and support implementation

To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system (audio and copy typing)

Arrange induction meetings for new Midwives, Maternity Support Workers, Nurses and Healthcare Support Workers

Person Specification

Admin

Essential

oProven experience of audio typing oProven experience of using Excel Spread sheets. oExcellent Audio Typing skills. oProven secretarial and administrative experience. oCustomer care experience of providing a customer focused service. oAbility to effectively use the Microsoft Office software (Word, Excel, PowerPoint). oGood communication skills oAbility to work on own initiative, prioritise own workload and achieve deadlines. oAbility to work as part of a team oGood standard of education to include GCSE in Maths and English or equivalent oTyping qualification to RSA stage II/OCR II or equivalent level of speed and accuracy (40wpm).

Desirable

oNVQ level 3 in administration or relevant experience oNHS experience oKnowledge and experience of the Trust patient administrative and information systems. oUnderstanding of hospital policies and procedures including the Trust Access Policy. oTo be proficient in the use of Internet/Intranet and email.

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