Secretary

3 weeks ago

Wakefield, United Kingdom The Mid Yorkshire Teaching NHS Trust Full time

Job summary

An exciting opportunity has arisen to join the Therapies Team as a Departmental Secretary. This role would be ideal as a secondment opportunity for 5 months covering maternity leave. We are open to flexible working, part time or full time. You will work within a friendly team providing admin support to a team of clinical staff.

Main duties of the job

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.

About us

We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuableguidance and feedback from those with lived experience.

We have a clear vision and you could be part of this Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

Job description

Job responsibilities

Act asa focal point for the service leadership team. Provide a friendly and professional service; deal withenquiries from a multitude of sources following Trust policies and standardoperating procedures. Liaise with internal staff of all levels by a varietyof means face to face/phone/e-mail/letter on a daily basis. May need to contactmembers of the public, external bodies/agencies. Analysis of queries and issues, making judgementsabout how to deal with them and escalating as appropriate. This may require the use of tact, empathy,persuasion, or reassurance skills. To attend meetings and appropriate Committees toprovide secretarial support by settingagendas, log incoming documents for ratification, provide detailed minutes ofmeetings and typing up action logs summarising the contents of meetings fordistribution to attendees. Undertake typing of correspondence using copy, andrelevant IT systems to a high and accurate standard. This may include agendas,action logs, letters, reports, minutes of meetings and other administrativework. Toundertake diary management, arrange appointments, schedules, venues (equipmentand facilities) and resolve any conflicting appointments as required forthe service leadership team. Toensure post addressed to the service leadership team is promptly collected,sorted, recorded, and actioned as appropriate.To act on own initiative where appropriate in responding to incomingmail. Assistservice leadership teams with administrative tasks, utilising IT systemsor ensuring paper forms are completed and sent to relevant departments in atimely manner in line with service specific standard operating procedures (recruitment) Toensure all duties are undertaken in line with standard operating procedures andto enable the achievement of Trust and Service specific Key PerformanceIndicators. Prioritiseand ensure requests are acted upon in an appropriate and timely manner, withinstandard operating procedures and meeting KPIs. Accuraterecording of all paper/computerised records, updating and amending informationtimely and within standard operating procedures. Copying/printing/preparation/circulation/scanningof documents within prescribed timescales. Distributionand checking of other documents by service leadership team as requested, policies, procedures, presentations. Preparationof orders and receiving of goods/services in order to maintain efficientrunning of the service as required. Keepappropriate statistical records/information as and when required for theservice/team leads management teams. Tocontribute to departmental audits through the compilation of data collection tocomply with audit requirements. To beresponsible for ensuring copies of correspondence are stored in accordance withstandard operating procedures. To beresponsible for the confidential management of records and ensure that alldocumentation is returned to the appropriate department in a timely manner andwithin standard operating procedures. Thepost holder will give relevant assistance and training as and when required tosupport all colleagues. Tocarry out general administration duties and provide clerical assistance, asrequired. Answer phone calls and redirect them when necessary. Toprovide cover to administration colleagues within the therapies department attimes of absence. Person Specification

Knowledge & Awareness

Essential

Understanding and knowledge Caldicott/Data Protection Act. Awareness of own limitations. Knowledge of HR processes and NHS policies relating to management of sickness, special leave, annual leave

Qualifications

Essential

RSA Level 3 typing/word processing NVQ 3 equivalent admin qualification or significant admin experience Sound educational background (4 GCSEs, grade C or above including Maths and English)

Desirable

IT qualifications ECDL, PA/Secretarial Diploma, Shorthand Qualification

Experience

Essential

Experience and knowledge of multi-disciplinary team working Experience of scheduling/co-ordination activities and/or resources for numerous people Experience of working with highly confidential material Secretarial experience writing letters, minutes, agendas and action logs Experience of working with filing systems Experience of good customer or patient care Working with computer software programmes such as Microsoft Office, Microsoft Teams, e-mail and internet

Desirable

Previous NHS administrative role Experience of working with patients requiring health care Experience with NHS/healthcare software systems (systm1, erostering, ESR)

Skills & Abilities

Essential

Good time management skills Highly organised to meet a range of demands and regular prioritisation High standard of accuracy & strong attention to detail High level of initiative Demonstrate good verbal and written communication skills using tact when required Ability to deal with conflict Ability to engage and motivate self & others Flexibility and able to adapt to change Able to work as part of a team Strong analytical skills Ability to establish and maintain effective working relationships

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