Job summary
An exciting opportunity
has arisen to work alongside the Directorate Manager and Clinical Director for
Urology within the Division of Surgery. This role will largely involve the planning
of diaries, preparing/attending meetings, and providing secretarial/admin
support to the Directorate from a business perspective.
You must be able to demonstrate
effective organisational and time management skills. A sound general education including GCSE
English, NVQ 3 (business/admin) or RSA/OCR3 plus 2 years relevant experience
are essential, as are experience of NHS office functionality and knowledge of
IT systems/software packages. You will
be responsible for administrative duties and accurately maintaining electronic
information therefore sound IT skills is an essential part of the role. Basic Numeracy & Literacy Skills to
Level 2 or equivalent are also required.
FULL AND PART TIME HOURS CONSIDERED
Main duties of the job
The successful candidate will support the Directorate
Manager, Matron, Senior Team Managers and Clinical Director within Urology.
They will work closely with Personal Medical Secretaries the Deputy Admin
Manager in order to provide excellent and timely business administrative
services to our patients and customers.
This is a demanding but very rewarding post, dealing with
internal and external stakeholders, patients, staff and the public, and
requires excellent communication and interpersonal skills and a friendly and
approachable personality.
About us
Please help us by adding your telephone number to your application form this will allow us to contact you quickly if required.
One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.
We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups. Looking after our workforces health and wellbeing is a priority for STSFT. We also provide access to high quality education, training, career progression and support. Flexible working is supported via the Trust's Flexible Working Policy.
The Trust employs around 8,300 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area, in some cases to a population as great as 860,000. We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Childcare Co-ordinator to help staff with childcare arrangements.
Job description
Job responsibilities
Clinical Professional
and/or Technical Responsibilities
Demonstrate
a professional image at all times, ensuring confidentiality, tact and
diplomacy.
Electronic
diary management, arranging meetings, interviews and appointments as necessary.
Maintain
paper and electronic record systems, ensuring the safe and secure collation,
storage and retrieval of data.
Support
the Clinical Director, Matron and Senior Clinical Team with admin enquiries.
Provide
administrative support to regular and ad hoc meetings, taking minutes,
preparing and circulating agendas and enclosures and arranging venues and
hospitality as necessary.
Prepare
notes, presentations and other resources needed for meetings, presentations and
training events.
Deal
with incoming and outgoing mail promptly.
Prioritise and where appropriate, action all mail on a daily basis,
bringing urgent items to the attention of the Directorate Manager
Type
correspondence as required, to meet deadlines and ensure accurate and high
quality output
Raise
financial purchase orders when requested from the Directorate Manager
Organise
and maintain efficient and robust records management systems, ensuring
information can be readily accessed, when needed.
Prioritise
email/other mail, both internal and external; ensuring salient points are
highlighted where necessary.
Work
with the Deputy Admin Manager and approve Consultant and Junior Doctor (SPR)
annual leave.
Record
SPR Junior Doctor Annual leave on the Health Roster and manage and communicate
any changes or swaps to the Admin Team and Switchboard.
Process
additional sessions to Rewards and Benefits.
To
work with, and provide cover for, other admin staff, if and when required,
within the Division of Surgery.
Any
other duties appropriate to grade and post as requested by the Directorate
Manager.
FOR FULL JOB DESCRIPTION SEE ATTACHMENT
Job description
Job responsibilities
Clinical Professional
and/or Technical Responsibilities
Demonstrate
a professional image at all times, ensuring confidentiality, tact and
diplomacy.
Electronic
diary management, arranging meetings, interviews and appointments as necessary.
Maintain
paper and electronic record systems, ensuring the safe and secure collation,
storage and retrieval of data.
Support
the Clinical Director, Matron and Senior Clinical Team with admin enquiries.
Provide
administrative support to regular and ad hoc meetings, taking minutes,
preparing and circulating agendas and enclosures and arranging venues and
hospitality as necessary.
Prepare
notes, presentations and other resources needed for meetings, presentations and
training events.
Deal
with incoming and outgoing mail promptly.
Prioritise and where appropriate, action all mail on a daily basis,
bringing urgent items to the attention of the Directorate Manager
Type
correspondence as required, to meet deadlines and ensure accurate and high
quality output
Raise
financial purchase orders when requested from the Directorate Manager
Organise
and maintain efficient and robust records management systems, ensuring
information can be readily accessed, when needed.
Prioritise
email/other mail, both internal and external; ensuring salient points are
highlighted where necessary.
Work
with the Deputy Admin Manager and approve Consultant and Junior Doctor (SPR)
annual leave.
Record
SPR Junior Doctor Annual leave on the Health Roster and manage and communicate
any changes or swaps to the Admin Team and Switchboard.
Process
additional sessions to Rewards and Benefits.
To
work with, and provide cover for, other admin staff, if and when required,
within the Division of Surgery.
Any
other duties appropriate to grade and post as requested by the Directorate
Manager.
FOR FULL JOB DESCRIPTION SEE ATTACHMENT
Person Specification
Personal Qualities
Essential
- To work under pressure and to tight deadlines.
- To work independently or as part of a team.
- To deal effectively with patient enquires.
- To use initiative to problem solve.
Qualifications
Essential
- To be proficient in the use of Microsoft Office Packages e.g. Word, Power Point, Excel, Access, Outlook, 2 years relevant experience OR NVQ level 3 Business Admin.
- GCSE English and Maths at Grade C or above (or equivalent Level 2 functional skills)
Desirable
- Knowledge of Medical Administration
- Knowledge of V6
Skills and Knowledge
Essential
- Ability to organise and prioritise workload effectively
- To be highly organised
- Effective written communication skills
- Data input skills
Desirable
- Ability to use Meditech Version 6
- Minute taking skills.
Experience
Essential
- Experience of organising and prioritising tasks effectively and managing competing deadlines.
Desirable
- Knowledge of NHS systems and procedures.
Person Specification
Personal Qualities
Essential
- To work under pressure and to tight deadlines.
- To work independently or as part of a team.
- To deal effectively with patient enquires.
- To use initiative to problem solve.
Qualifications
Essential
- To be proficient in the use of Microsoft Office Packages e.g. Word, Power Point, Excel, Access, Outlook, 2 years relevant experience OR NVQ level 3 Business Admin.
- GCSE English and Maths at Grade C or above (or equivalent Level 2 functional skills)
Desirable
- Knowledge of Medical Administration
- Knowledge of V6
Skills and Knowledge
Essential
- Ability to organise and prioritise workload effectively
- To be highly organised
- Effective written communication skills
- Data input skills
Desirable
- Ability to use Meditech Version 6
- Minute taking skills.
Experience
Essential
- Experience of organising and prioritising tasks effectively and managing competing deadlines.
Desirable
- Knowledge of NHS systems and procedures.
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