Ward Secretary - Acute Medical Unit

University Hospitals Dorset NHS Foundation Trust

The closing date is 14 April 2025

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Job summary

Are you an experienced secretary?

We are looking for an organised and highly motivated individual who is able to work autonomously as well as part of a wider multidisciplinary team. You will be able to maintain confidentiality, demonstrate excellent typing/IT skills and be able to communicate effectively.

The main focus of this role is to provide administrative support to the senior nursing team and practice educator in the form of organising staff training needs, maintaining staff records, taking and distributing accurate minutes of meetings.

What we can offer you in return:

  • Training and development opportunities
  • A friendly, supportive team
  • Enhanced annual leave
  • Generous NHS pension scheme
  • Discounts at selected restaurants/retailers

To find out more about the role and person specification please see the supporting documents.

Base Location: Poole Hospital

Interview Date: TBC

Main duties of the job

To understand the role in more detail please read the full job description and person specification documents which are attached to this advert

About us

Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued teammates and colleagues.

UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme.

This means that some services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have about this at interview.

Please note if the role or service is relocated as part of a planned move, employees will not be eligible for excess mileage reimbursement. Travel from the postholder's home to the new work base will be considered a normal commute. Any other changes not related to this relocation will be managed according to the relevant Trust or National terms and conditions.

Date posted

01 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year / pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

153-ME04312-A

Job locations

Poole Hospital

Poole

BH15 2JB


Job description

Job responsibilities

To support the PA to the Clinical Leads and Practice Educator in providing an efficient secretarial and administrative service. This will involve a wide variety of tasks including typing correspondence, organising staff training, maintaining staff records, taking and distributing minutes of meetings alongside other duties outlined in the job description.

  • To receive, share and store information according to Trust policy.
  • To respect and promote the right of all people to equal opportunities.
  • To work closely with a range of clinical staff, managerial and administrative staff.
  • Dealing with telephone enquires/taking messages.
  • Taking and distribution of ward and clinical lead meetings.
  • Typing of correspondence to staff from HR meetings etc.
  • Ensuring appraisal and training compliance for nursing staff.
  • Data input and updating Excel spreadsheets in a timely fashion

Job description

Job responsibilities

To support the PA to the Clinical Leads and Practice Educator in providing an efficient secretarial and administrative service. This will involve a wide variety of tasks including typing correspondence, organising staff training, maintaining staff records, taking and distributing minutes of meetings alongside other duties outlined in the job description.

  • To receive, share and store information according to Trust policy.
  • To respect and promote the right of all people to equal opportunities.
  • To work closely with a range of clinical staff, managerial and administrative staff.
  • Dealing with telephone enquires/taking messages.
  • Taking and distribution of ward and clinical lead meetings.
  • Typing of correspondence to staff from HR meetings etc.
  • Ensuring appraisal and training compliance for nursing staff.
  • Data input and updating Excel spreadsheets in a timely fashion

Person Specification

Experience

Essential

  • Experience in working in a busy administrative environment

Desirable

  • Healthcare admin background
  • Previous secretarial experience

Qualifications

Essential

  • RSA III or equivalent touch typing/computer skills
  • GCSE in English or equivalent

Technical Skills Competencies

Essential

  • Computer literate with word processing experience
  • Able to demonstrate use of IT software packages, e.g. spread sheets
  • Experience using Microsoft Teams

Desirable

  • Competent in use of Microsoft Office software on Teams (especially Word, Excel and Powerpoint)
  • Competent in ESR/PMS/eCamis
Person Specification

Experience

Essential

  • Experience in working in a busy administrative environment

Desirable

  • Healthcare admin background
  • Previous secretarial experience

Qualifications

Essential

  • RSA III or equivalent touch typing/computer skills
  • GCSE in English or equivalent

Technical Skills Competencies

Essential

  • Computer literate with word processing experience
  • Able to demonstrate use of IT software packages, e.g. spread sheets
  • Experience using Microsoft Teams

Desirable

  • Competent in use of Microsoft Office software on Teams (especially Word, Excel and Powerpoint)
  • Competent in ESR/PMS/eCamis

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

University Hospitals Dorset NHS Foundation Trust

Address

Poole Hospital

Poole

BH15 2JB


Employer's website

https://www.uhd.nhs.uk/careers (Opens in a new tab)

Employer details

Employer name

University Hospitals Dorset NHS Foundation Trust

Address

Poole Hospital

Poole

BH15 2JB


Employer's website

https://www.uhd.nhs.uk/careers (Opens in a new tab)

For questions about the job, contact:

Admin Manager

Michelle James

michelle.james@uhd.nhs.uk

03000196210

Date posted

01 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year / pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

153-ME04312-A

Job locations

Poole Hospital

Poole

BH15 2JB


Supporting documents

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