Job summary
We are looking for an exceptional individual whowill provide a comprehensive and flexible administrative and secretarial support service to the Integrated Geriatric & Stroke Medicine (IGSM) Management Team, our Consultants and Resident Doctors.
In order to be successful in this position you should have a positive and flexible approach, excellent IT skills including the use of MS Packages and experience of working in a busy professional environment.
This role is varied and includes some general administrative tasks when required but most of the time it will be focused on maintaining the IGSM Doctor's rotas, this requires a high level of attention to detail and excellent organisation and planning skills.
Main duties of the job
- To provide a comprehensive and flexible administrative and secretarial support to the IGSM Management Team.
- To prioritise and manage own workload and to have determination and resilience in meeting objectives and deadlines and maintaining a fast pace of work.
- Coordinate, maintain and circulate the IGSM Medical and Consultants' Rota. This is a complex task ensuring that the general rota and off duty rota are always upto date, ensuring sickness and leave is documented in a timely manner and any gaps, escalated to the Clinical Director. To liaise with the STH central rota team with updates.
- To ensure Resident Doctor rotas are completed in advance when staff rotate through the Directorate every 4 months.
- To ensure the Resident Doctor's are aware of what training needs to be completed when starting their rotation.
- Ensuring that Consultant sickness / absence reporting is completed in a timely manner.
To assist with the tasks of medical secretaries (NGH) and secretarial support, including, booking in/out medical notes, accessing notes via EDMS, filing, photocopying, ordering supplies.
To assist in the Secretarial office cover at the NGH site when required.
About us
The Integrated Geriatric and Stroke Medicine Directorate is a large Clinical Directorate (Budget of £25 Million) that incorporates the acute Geriatric and stroke wards on the NGH and RHH sites and the Community Stroke Service CSS. The role of the Directorate is to provide seamless integrated care to Geriatric and Stroke patients in Sheffield. Care extends from admission, inpatient stay, through to integrated care beds and long term follow up in the Community.
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.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
Please view the attached 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.
Please view the attached please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Education
Essential
- GCSE Grade 4/ C in English and Maths or equivalent experience
- NVQ level 3 or equivalent in business administration or demonstratable experience
Desirable
- ECDL or other IT qualification
Experience
Essential
- Relevant admin and clerical experience
- Experience of working with multidisciplinary teams
- Experience of working well under pressure
- Experience of working within a busy office environment
- Experience of Microsoft office packages especially Word, Excel including Pivot tables and PowerPoint
Desirable
- Previous NHS experience
- Knowledge and understanding of clerical procedures within a large organisation
- Experience of validating processes and 18 week targets within the NHS
Further Training
Essential
- Willing to undertake further training for the role
Desirable
- Knowledge of ESR and PALMS
- Experience of using Lorenzo
- Experience of using the G2 dictation system
Special Skills/Aptitudes
Essential
- Ability to work independently with minimal supervision
- Ability to work as part of a team
- Ability to provide guidance and support
- Excellent organisational skills
- Good verbal communication skills, to be able to communicate well with patients and with all levels of management/staff
- Good written communication skills including the ability to present information in a clear manner.
- Ability to prioritise effectively, including when working to tight deadlines
- Ability to deal effectively with conflict and to minimise its escalation
- Ability to work under pressure, achieve relevant deadlines and be able to solve problems
- Ability to keep accurate and appropriate records
- Diplomacy and tact
Desirable
- Ability to produce brief reports including numerical information
Person Specification
Education
Essential
- GCSE Grade 4/ C in English and Maths or equivalent experience
- NVQ level 3 or equivalent in business administration or demonstratable experience
Desirable
- ECDL or other IT qualification
Experience
Essential
- Relevant admin and clerical experience
- Experience of working with multidisciplinary teams
- Experience of working well under pressure
- Experience of working within a busy office environment
- Experience of Microsoft office packages especially Word, Excel including Pivot tables and PowerPoint
Desirable
- Previous NHS experience
- Knowledge and understanding of clerical procedures within a large organisation
- Experience of validating processes and 18 week targets within the NHS
Further Training
Essential
- Willing to undertake further training for the role
Desirable
- Knowledge of ESR and PALMS
- Experience of using Lorenzo
- Experience of using the G2 dictation system
Special Skills/Aptitudes
Essential
- Ability to work independently with minimal supervision
- Ability to work as part of a team
- Ability to provide guidance and support
- Excellent organisational skills
- Good verbal communication skills, to be able to communicate well with patients and with all levels of management/staff
- Good written communication skills including the ability to present information in a clear manner.
- Ability to prioritise effectively, including when working to tight deadlines
- Ability to deal effectively with conflict and to minimise its escalation
- Ability to work under pressure, achieve relevant deadlines and be able to solve problems
- Ability to keep accurate and appropriate records
- Diplomacy and tact
Desirable
- Ability to produce brief reports including numerical 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).
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).
