Job summary
An opportunity has arisen for an enthusiastic secretary/administrator to join the Theatre Admin Team.
The post is 37.5 hours a week and is a permanent position.
The successful candidate will be based in the Royal Hallamshire Hospital Theatres department on A floor working alongside and supporting a fantastic team of people.
Main duties of the job
Provide a comprehensive secretarial and administrative service to the Theatre Matron, and Lead Practitioners providing an efficient and effective office management system.
To provide a first point of contact for the Theatre Matron and Lead Practitioners dealing with initial enquires.
Exercising judgement and taking necessary action.
Deal with sensitive and confidential business on behalf of the Theatre Matron, Patient Flow Matron and Lead Practitioners, maintaining the confidentiality of patients and staff at all times and initiating action as required.
Co-ordinating the Managing Attendance process through all stages, liaising closely with the Theatre Matron.
Prioritise Workload, exercise judgement regarding self-directed response and produce a consistently high standard of correspondence.
Arrange Complaint and Public Meetings dealing with issues of a sensitive nature.
Arrange meetings, formulate agenda, produce and distribute minutes of meetings including: Staff Meetings, Duty Matron and Heads of Department meetings, follow up any actions identified at these meetings in a timely manner.
Reply directly to correspondence and telephone calls and draft replies.
Photocopying as required.
Maintain an effective filing system.
Effectively manage and maintain diaries as required including making appointments for the Matron via her electronic diary and to take bookings for the Seminar Room and the IPR Room.
Work within the Trusts and Groups Clinical Governance framework.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
The Theatre admin team stretches service across both sites and you will be part of a dynamic team who share one goal.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Qualifications
Essential
- GCSE English Language Grade C/4 or above or equivalent
- OCR III typewriting or equivalent
- Good working knowledge of Windows and Microsoft Office
- Audio typing
- Extensive office experience
Desirable
- Competent and trained on Lorenzo
- Competent in use of digital dictation eg G2
Experience
Essential
- Relevant experience of working in the NHS in a post requiring administrative, secretarial and office management systems
- Experience in arranging and co-ordinating multidisciplinary meetings.
- Formulating agenda and producing accurate minutes.
- Ability to manage a caseload to meet both internal and external deadlines
- Experience in a clinical setting/team in an Acute NHS Trust
Desirable
- Previous Medical Secretarial experience
- Understanding of medical terminology
- Meeting with members of the public and patients
- Knowledge of PAS
Further Training
Desirable
- Knowledge of the Trust complaints process
- Knowledge of Information Governance
Skills
Essential
- Demonstrate a good understanding of confidentiality and dealing with issues of a sensitive nature.
- Excellent communication and customer service skills
- Excellent planning and organisation skills.
- Flexible approach to work and adaptable to change
- Ability to prioritise workload
Other Factors
Essential
- Understanding of the importance of equality and diversity
Person Specification
Qualifications
Essential
- GCSE English Language Grade C/4 or above or equivalent
- OCR III typewriting or equivalent
- Good working knowledge of Windows and Microsoft Office
- Audio typing
- Extensive office experience
Desirable
- Competent and trained on Lorenzo
- Competent in use of digital dictation eg G2
Experience
Essential
- Relevant experience of working in the NHS in a post requiring administrative, secretarial and office management systems
- Experience in arranging and co-ordinating multidisciplinary meetings.
- Formulating agenda and producing accurate minutes.
- Ability to manage a caseload to meet both internal and external deadlines
- Experience in a clinical setting/team in an Acute NHS Trust
Desirable
- Previous Medical Secretarial experience
- Understanding of medical terminology
- Meeting with members of the public and patients
- Knowledge of PAS
Further Training
Desirable
- Knowledge of the Trust complaints process
- Knowledge of Information Governance
Skills
Essential
- Demonstrate a good understanding of confidentiality and dealing with issues of a sensitive nature.
- Excellent communication and customer service skills
- Excellent planning and organisation skills.
- Flexible approach to work and adaptable to change
- Ability to prioritise workload
Other Factors
Essential
- Understanding of the importance of equality and diversity
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.
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).
Additional information
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.
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).
