Job summary
We are looking to recruit an enthusiastic, highly-motivatedwith excellent organisational and interpersonal skills.
As an integral part of the team you would be required to:
Provide a comprehensive administrative and secretarial service to the management team, to include the administration of quality and audit activity, data entry and the production of reports as and when required.
Assist in the day-to-day administration of workforce and training for all staff; including the maintenance of staff personal files, processing of all contractual documentation and supporting the administration of the recruitment of new staff.
Provide personal secretarial support to the team; including diary management, organising meetings, taking and transcribing meeting minutes, creating new and maintaining existing databases, typing correspondence to various
Main duties of the job
You must hold an RSA III qualification / NVQ 3 in a business or administration field or be able to demonstrate an equivalent level of experience. You must also have experience of:
working independently and as part of a team in a busy office environment
using Microsoft Word, Outlook, Excel, Power Point,
Have a good understanding of confidentiality and data protection act
Previous experience of working in the NHS and producing reports would also be advantageous
You would be joining a large team in a unique area of the organisation that plays a vital role in the running of the hospital.
About us
In addition to the summary below you need to familiarise yourself with the full job description and person specification documents attached to this advert
Our Sterile Services Department cleans, disinfects, packs and sterilises over 100,000 reusable surgical instruments per month for over 50 operating theatres and clinic areas throughout the Trust, as well as providing a service to health centres and other external customers. The department is one of the biggest and busiest in the country and is operational 24/7. The department is based at the QMC Campus, with a receipt and distribution centre servicing City Hospital Campus.
Job description
Job responsibilities
- Provide comprehensive diary management for the senior management team; schedule appointments, invite attendees, arrange venues and resources.
- Facilitate various departmental meetings: prepare agendas, produce formal minutes, follow up any outstanding actions where required.
- Maintain accurate departmental records, both electronic and paper-based. Ensure appropriate archiving of records where required, in line with departmental policies and information governance.
- Support the collection, analysis and communication of departmental productivity data e.g. by maintaining local logs and extracting information from various electronic systems. Produce and distribute simple reports, and assist management with ad hoc requests to analyse trends.
- Ensure accurate recording of all departmental leave (sickness, maternity, annual and other leave) via departmental databases and e-rostering. Assist managers to update the roster where required e.g. recording changes to staff working hours and overtime.
- Monitor compliance of and schedule appraisals and mandatory training for all Sterile Services staff members. Facilitate additional training as and when required, e.g. by assisting colleagues to access electronic resources, scheduling ad hoc training sessions.
- Support the recruitment of new staff e.g. by arranging interviews and venues, preparing interview packs, creating personal files.
- Produce professional correspondence to a high standard, such as formal letters to staff or clients, ensuring that sensitive and/or confidential information is handled appropriately.
- Support the procurement of goods and services (e.g. equipment maintenance, agency staff) for the department; raise purchase orders, process goods receipts, follow up queries with suppliers when required.
- Liaise with Finance & Procurement to generate invoices for services provide to external clients. Where required, communicate with clients regarding invoice queries, changes to service etc.
- Assist colleagues from other departments with simple queries via phone / email / in person. Where required, refer queries to the relevant Sterile Services team member(s).
Job description
Job responsibilities
- Provide comprehensive diary management for the senior management team; schedule appointments, invite attendees, arrange venues and resources.
- Facilitate various departmental meetings: prepare agendas, produce formal minutes, follow up any outstanding actions where required.
- Maintain accurate departmental records, both electronic and paper-based. Ensure appropriate archiving of records where required, in line with departmental policies and information governance.
- Support the collection, analysis and communication of departmental productivity data e.g. by maintaining local logs and extracting information from various electronic systems. Produce and distribute simple reports, and assist management with ad hoc requests to analyse trends.
- Ensure accurate recording of all departmental leave (sickness, maternity, annual and other leave) via departmental databases and e-rostering. Assist managers to update the roster where required e.g. recording changes to staff working hours and overtime.
- Monitor compliance of and schedule appraisals and mandatory training for all Sterile Services staff members. Facilitate additional training as and when required, e.g. by assisting colleagues to access electronic resources, scheduling ad hoc training sessions.
- Support the recruitment of new staff e.g. by arranging interviews and venues, preparing interview packs, creating personal files.
- Produce professional correspondence to a high standard, such as formal letters to staff or clients, ensuring that sensitive and/or confidential information is handled appropriately.
- Support the procurement of goods and services (e.g. equipment maintenance, agency staff) for the department; raise purchase orders, process goods receipts, follow up queries with suppliers when required.
- Liaise with Finance & Procurement to generate invoices for services provide to external clients. Where required, communicate with clients regarding invoice queries, changes to service etc.
- Assist colleagues from other departments with simple queries via phone / email / in person. Where required, refer queries to the relevant Sterile Services team member(s).
Person Specification
Training and Qualifications
Essential
- oRSA III word-processing/text processing or NVQ level 3 in an administration or business field or a demonstrable equivalent level of experience
Experience
Essential
- oExperience of accurate typing & office administration (eg completing letters, forms, reports & tables using computerised technology from information collected)
- oExperience in using Microsoft Word, Outlook, Excel, Power Point
- oAbility to demonstrate good understanding of confidentiality and data protection act
- oExperience of working independently and as part of a team in a busy office environment
Desirable
- oPrevious experience of working in the NHS
- oExperience of data management and report writing
- oExperience in the use of Erostering / similar rostering IT packages
Person Specification
Training and Qualifications
Essential
- oRSA III word-processing/text processing or NVQ level 3 in an administration or business field or a demonstrable equivalent level of experience
Experience
Essential
- oExperience of accurate typing & office administration (eg completing letters, forms, reports & tables using computerised technology from information collected)
- oExperience in using Microsoft Word, Outlook, Excel, Power Point
- oAbility to demonstrate good understanding of confidentiality and data protection act
- oExperience of working independently and as part of a team in a busy office environment
Desirable
- oPrevious experience of working in the NHS
- oExperience of data management and report writing
- oExperience in the use of Erostering / similar rostering IT packages
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).