Job responsibilities
To deal effectively with all incoming correspondence including e-mails and in the preparation of correspondences, agendas and minutes on their behalf, making decisions and taking independent action as and when required of the highest professional standard.
To act as a secretary to various meetings, preparing agendas, typing and distributing minutes, compiling and distributing documents and keeping files accurate and up to date. Making decisions and taking independent action as and when required of the highest professional standard. Producing action plans following meetings and ensuring that all actions are carried out.
To deal positively and promptly with internal and external enquiries, making decisions and taking independent action where appropriate.
Production of accurate and high quality typewritten material from longhand/shorthand/audio and using a word processor/computer.
To be responsible for all incoming mail for the Group Management Team, and bringing it and other relevant matters to the timely attention of the appropriate person in the absence of Managers.
To organise and manage efficient filing systems both paper and electronic.
To operate a comprehensive bring forward system, to assist with forward planning so papers are available when requested.
To be responsible for undertaking any project work delegated by the Group Management Team.
Assist the Group with compliance to internal and external standards/regulations.
To collate data and produce reports as required for timely communication, including setting up and developing systems to record information as required by the service. Update existing matrix such as RCA / Medication / Alerts
To be actively involved in the implementation of any new computer systems that may be introduced
To be responsible for the initial reporting and recording of sickness absence via the Trust eSAMS system. To ensure the timely submission of the monthly sickness monitoring report and the Trust Monthly Sickness Proforma for the group.
To be responsible for the specialised online requisitioning and distribution of stationary consumables, clinical equipment / clinical resources and pharmaceutical products. To monitor stock levels to ensure sufficient levels are maintained and the required levels are not exceeded.
To undertake any other duties as appropriate to meet the needs of the service, within the limitation of the grade
To administer the Group Governance meeting, preparing Agendas and booking venues and equipment.
To assist with the co-ordination of complaints.
Monitoring and chasing complaints response times for the Group.
To be an effective and efficient part of the team in providing external and internal communication to all parties involved in the Group, bringing relevant issues to the attention of the Group Management Team for decision making.
To maintain efficient and effective lines of communication between departments, work colleagues and Directorate Secretaries.
To provide a comprehensive Personal Assistant service to the Group Manager and Matron including the management/maintenance of electronic diaries, arranging appointments and meetings.
To deal effectively with all incoming correspondence including e-mails and preparation of correspondence, agendas and minutes on their behalf, making decisions and taking independent action as and when required of the highest professional standard.
To act as a secretary to various meetings, preparing agendas, typing and distributing minutes, compiling and distributing documents and keeping files accurate and up to date. Making decisions and taking independent action as and when required of the highest professional standard. Producing action plans following meetings and ensuring that all actions are carried out.
To deal positively and promptly with internal and external enquiries, making decisions and taking independent action where appropriate.
Production of accurate and high quality typewritten material from longhand/shorthand/audio and using a word processor/computer.
To be responsible for all incoming mail for the Group Manager and Matron, bringing relevant matters to the timely attention of the appropriate person in the absence of Managers.
To organise and manage efficient filing systems both paper and electronic.
To operate a comprehensive bring forward system, to assist with forward planning so papers are available when requested.
To be responsible for undertaking any project work delegated by the Group Management Team.
Assist the Group with compliance to internal and external standards/regulations.
To collate data and produce reports as required for timely communication, including setting up and developing systems to record information as required by the service.
To be actively involved in the implementation of any new computer systems that may be introduced.
To be responsible for the initial reporting and recording of sickness absence via the Trust eSAMS system. To ensure the timely submission of the monthly sickness monitoring report and the Trust Monthly Sickness Proforma for the group.
To be responsible for the security and maintaining of staff personal records both electronic and hardcopy and monitoring of the Nursing and Midwifery Council (NMC) registration.
To be responsible for the specialised online requisitioning and distribution of stationary consumables, clinical equipment and clinical resources. To monitor stock levels to ensure sufficient levels are maintained and the required levels are not exceeded.
To undertake any other duties as appropriate to meet the needs of the service, within the limitation of the grade.
To assist with the co-ordination of complaints including monitoring and chasing complaints response times for the Group.
To be an effective and efficient part of the team in providing external and internal communication to all parties involved in the Group, bringing relevant issues to the attention of the Group Management Team for decision making.
To maintain efficient and effective lines of communication between departments, work colleagues and Directorate Secretaries.
To work in a flexible manner to meet the needs of the service and prioritise tasks to efficiently manage the workload using initiative at all times.
To undertake clerical duties including filing, photocopying, faxing.
To be responsible for the organisation and delivery of workshops, conferences and events arranging venues, speakers, accommodation etc.
To attend such training as deemed appropriate by the Group Manager.
To maintain confidentiality and security of information at all times.
To carry out your responsibilities in line with Trust policies and procedures including Health & Safety Policies and to be familiar with the policies and procedures governing the working environment.
To participate in the Group appraisal system.
To provide supervision and training to administration staff on lower grades. To train new staff including an introduction into working practices and procedures within the Group.
To provide cover where appropriate for colleagues as required.
