Job summary
Fixed term for 12 months, part-time 22 hours per week.
The Anaesthetic Department are seeking to appoint a Secretary. Successful candidates will have a experience of minute taking and secretarial skills to provide support to the department's medical staff, Clinical Lead, OBM and Deputy OBM. This is an exciting opportunity to work in the Anaesthetic department within the main Theatre complex. We are looking for an enthusiastic, motivated individual with excellent typing and organisational skills and experience of working to deadlines to provide secretarial support for the department.
Main duties of the job
The post holder will support the Anaesthetic Department providing an efficient secretarial service to the Anaesthetic Department, Operational Business Manager, Deputy Operational Business Manager and Clinical Lead. The post holder will provide cross cover for fellow members of the theatres and anaesthetics administrative team when required.
Key Areas will include
- To provide administrative support for the following meetings, Departmental Governance for Anaesthetics, Anaesthetic Audit Meetings and Acute Kidney Injury Steering Group and any other departmental meeting as and when required to be discussed and arranged with the Operational Support Manager.
- To facilitate the administration of the Anaesthetic Assessment clinic as and when required.
- To facilitate the administration required for litigation e.g. supporting updating of rotas and formatting or typing statements for the coroner.
- To monitor and administrate the all correspondence into the department, including the generic email address.
- To assist the Operational Business Manager and Clinical Lead to facilitate the smooth running of the Service.
- General office duties including email and computer systems, word processing.
About us
We are committed to recruiting staff who demonstrate the core values and behaviours of the Trust and who are committed to the delivery of high quality services for patients, their families and our staff.
Job description
Job responsibilities
The provision of secretarial duties and administrative support to ensures the efficient, smooth running of the Anaesthetic Department
This includes: -
- Acting independently to prioritise work load. Exercise independent judgement and initiative when resolving problems.
- Assist in the arrangement of meetings as required by the Operational Business Manager and Operational Support Manager and Clinical Lead as required.
- Collate and prepare agendas and committee papers for the meetings described above in a timely manner.
- Take accurate minutes of the aforementioned meetings.
- Diary management support for the Operational Business Manager, Deputy Business Manager.
- Use of Digital Dictation and Shorthand skills.
- Report medical annual leave, study leave and sick leave to the Operational Support Manager and alert to any potential on the day rota issues.
- Undertaking of general office duties such as photocopying, scanning, filing etc and to type and distribute minutes of meetings as appropriate.
- To carry out any other duties which may be required and to provide cover across Theatres and Anaesthetic Administrative Team at times of need.
- Plan and prioritise own workload to ensure departmental deadlines are met.
- To relay any queries or messages to the Consultants and other Health Professionals in an appropriate and timely manner.
- Adhere to the policies and procedures of the trust.
- Participate and influence policy and service development as appropriate.
- Endeavour to use resources economically.
- Exercise own personal duty of care when using equipment and while on duty.
- Use of LE2.2, ORMIS and CLW rota as required.
Job description
Job responsibilities
The provision of secretarial duties and administrative support to ensures the efficient, smooth running of the Anaesthetic Department
This includes: -
- Acting independently to prioritise work load. Exercise independent judgement and initiative when resolving problems.
- Assist in the arrangement of meetings as required by the Operational Business Manager and Operational Support Manager and Clinical Lead as required.
- Collate and prepare agendas and committee papers for the meetings described above in a timely manner.
- Take accurate minutes of the aforementioned meetings.
- Diary management support for the Operational Business Manager, Deputy Business Manager.
- Use of Digital Dictation and Shorthand skills.
- Report medical annual leave, study leave and sick leave to the Operational Support Manager and alert to any potential on the day rota issues.
- Undertaking of general office duties such as photocopying, scanning, filing etc and to type and distribute minutes of meetings as appropriate.
- To carry out any other duties which may be required and to provide cover across Theatres and Anaesthetic Administrative Team at times of need.
- Plan and prioritise own workload to ensure departmental deadlines are met.
- To relay any queries or messages to the Consultants and other Health Professionals in an appropriate and timely manner.
- Adhere to the policies and procedures of the trust.
- Participate and influence policy and service development as appropriate.
- Endeavour to use resources economically.
- Exercise own personal duty of care when using equipment and while on duty.
- Use of LE2.2, ORMIS and CLW rota as required.
Person Specification
Qualifications
Essential
- English Grade C at GCSE or above
- RSA/OCR typing /text transcription Level II or equivalent typing and computer skills.
Desirable
- Medical Secretarial AMSPAR qualification or equivalent.
Experience
Essential
- Recent and relevant clerical and/or secretarial experience in a similar role.
- Experience of working with IT office packages
Desirable
- Experience as a medical secretary in a health care setting.
- Experience of hospital patient administration system.
Skills
Essential
- Word-processing - ability to produce accurate, well presented work
- Excellent oral and written communication skills
- The ability to manage workload and prioritise competing tasks effectively
- Proficient in diary management
- Competent in transcribing and documenting minutes and actions
Knowledge
Essential
- Knowledge and familiarity with a range of software including Word, Excel, database packages, email and web browsers
- Use of LE2.2, ORMIS and CLW rota
Desirable
- Medical terminology
- Understanding of NHS
Other
Essential
- Ability to work under pressure
- Ability to work as part of a team
- Ability to use own initiative
- Reliability and confidentiality
Person Specification
Qualifications
Essential
- English Grade C at GCSE or above
- RSA/OCR typing /text transcription Level II or equivalent typing and computer skills.
Desirable
- Medical Secretarial AMSPAR qualification or equivalent.
Experience
Essential
- Recent and relevant clerical and/or secretarial experience in a similar role.
- Experience of working with IT office packages
Desirable
- Experience as a medical secretary in a health care setting.
- Experience of hospital patient administration system.
Skills
Essential
- Word-processing - ability to produce accurate, well presented work
- Excellent oral and written communication skills
- The ability to manage workload and prioritise competing tasks effectively
- Proficient in diary management
- Competent in transcribing and documenting minutes and actions
Knowledge
Essential
- Knowledge and familiarity with a range of software including Word, Excel, database packages, email and web browsers
- Use of LE2.2, ORMIS and CLW rota
Desirable
- Medical terminology
- Understanding of NHS
Other
Essential
- Ability to work under pressure
- Ability to work as part of a team
- Ability to use own initiative
- Reliability and confidentiality
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
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).
