Job responsibilities
The
post holder will be responsible for: -
Preparing and providing Information
to managers and to salaries and wages.
Ensuring correspondence and
administrative tasks are aligned to service needs.
Being aware of and assisting with
achieving the service standards, targets, and objectives Departmental,
Trust and National.
Ensuring that processes/procedures
comply with legislative requirements, including Health & Safety, Data
Protection, and confidentiality
Knowledge-
An ability to effectively implement,
and ensure adherence to, Trust and Departmental policies and procedures
associated with the role and the service.
An ability to provide accurate and
appropriate non-clinical advice and information to others - colleagues, staff
at all levels, patients, and their families.
Appreciation of clinical/operational
areas that the service area interacts with.
Understand and adhere to data
protection, confidentiality, and copyright laws.
An understanding of the relationship
and impact on the service of a range of IT applications.
Skills-
Excellent organisational skills with
the ability to work both independently and as part of a team.
Effective supervisory skills, be
highly motivated and lead by example to motivate other team members.
Prioritise own workload and, where
appropriate, that of the team.
Able to effectively manage a variety
of tasks with possibly competing deadlines.
An ability to train staff, including
temporary staff, as required and to assess and monitor progress on a
continuing basis.
An ability to accurately transcribe
complicated/complex and sensitive tapes/notes notes and type
complicated/complex information while subject to frequent interruptions.
Highly developed interpersonal
skills with the ability to exchange confidential, sensitive or contentious
information clearly and effectively at all levels, i.e. patients, relatives,
colleagues and other health professionals, within the Trust and externally.
An ability to exercise judgement
when dealing with enquiries to evaluate the situation and resolve problems
within their remit, escalating issues appropriately.
To have an adaptable and flexible
approach to working hours and practices.
Must be tactful and diplomatic.
Appropriate typing/IT qualification
or equivalent.
To support and sustain the
departments practice with efficient administrative protocols, processes, and
procedures, in line with service needs.
Experience-
Experience at supervisory/senior
secretary/PA level in a health care environment.
An excellent knowledge of managerial
procedures and protocols.
A well-developed understanding and
knowledge of office-based procedures/ systems and able to implement change
and train, where appropriate, the secretarial/clerical team.
Interpretation and analysis of
reports, databases, and spreadsheet information.
Well developed knowledge and
experience of using a variety of IT applications in a Windows based
environment.
Working in a customer focussed
environment.
Qualifications-
GCSE (or equivalent) English
Language grade C or above.
RSA3 typing/word processing or
equivalent.
European Computer Driving Licence
(ECDL) is desirable.
6. THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values.
Additionally,
the following are core values which relate specifically to this post:
Commitment to providing a high
standard of efficient office practice ensuring a quality service is provided.
Demonstrate a customer focussed
approach to role.
Professional and flexible approach
and attitude.
Understand responsibilities
regarding confidentiality.
Commitment to personal development
and development of others.
Commitment to being an integral part
of the service team this may be a multi-disciplinary team.
Honesty, integrity, and discretion.
7. WEST YORKSHIRE ASSOCIATION OF ACUTE
TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating, and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
CORE
BEHAVIOURS AND SKILLS
Commitment to ensuring work is
completed and targets met within the timescales dictated by the
Department/Service, Trust and/or external bodies.
Communicate sensitively and
effectively.
Respect the privacy, dignity,
religious and cultural beliefs of others.
Effective supervisory/managerial
skills.
Have the ability to assess and
resolve problems within the remit of the role.
Able to adapt to new working
practices/processes.
Able to implement and review changes
within the working practices/processes of the team.
Flexibility in approach to working
hours and working practices.
Able to prioritise workload
individual and that of the team, if appropriate.
Ability to manage a variety of tasks
and deadlines, achieving required deadlines.
Effective communication skills,
verbal and written.
Understand and adhere to
Departmental/Service, Trust and NHS processes and protocols.
Continually monitor, review and,
where appropriate, suggest/implement changes to improve the working practices
and systems.
Demonstrate a commitment to team
working, departmental and multi-disciplinary team.
Demonstrate integrity and respect
confidentiality.
CORE
KNOWLEDGE AND UNDERSTANDING
An understanding of
CSU/Service/Departmental, Trust and National standards/targets that impact on
the service area.
An excellent knowledge of a
supervisory/PA role.
The post holder should be aware of
the Trusts Policies and Procedures including Recruitment and Selection;
Conduct and Discipline; Annual Leave; Confidentiality.
Clear knowledge/understanding of
terminology applicable to the service area.
An understanding and appreciation of
complimentary service areas/functions.
Well developed knowledge and
experience of using information systems, software applications and office
equipment.
Aware of the Data Protection Act and
Confidentiality in relation to the role
Have achieved a good standard of
general education with qualifications and experience pertinent to the role.
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
Undertakes secretarial duties
including filing, note taking, word processing, photocopying, faxing and
dealing with general communications.
Prioritise own workload and work
with minimum supervision.
Through liaison and co-operation
with colleagues/managers, ensure the seamless provision of an effective and
efficient administrative and secretarial service to SMT as required.
Assist in the recruitment process
and administration thereof, including departmental induction and orientation
programme/s.
If appropriate, to manage
secretarial and clerical staff on a day-to-day basis including appraisal,
absence management/return to work interviews and identification of their
training needs.
Assists in the organisation of the
Departments workload.
Provides a comprehensive
administrative and secretarial service.
Maintains appointment diaries for
the SMT as necessary, makes appropriate arrangements e.g. booking rooms for
meetings, refreshments, travel and parking arrangements etc.
Deals with complex enquiries,
investigating and researching matters, thereby providing appropriate
information/guidance and advice, escalating issues to relevant senior staff.
Liaises with external
contacts/organisations and with internal departments/colleagues to access
appropriate information/advice as required to fulfil the role.
Research, analyses, compiles and
presents, as required, information/materials involving reference to relevant
documents and utilising appropriate equipment/software packages.
Works in close liaison and support
of other members of the team which may include providing cover for
appropriate colleagues.
Adheres to relevant Statutory
Instruments and Trust Policies and Guidelines e.g. Data Protection, Health
and Safety, Confidentiality and HR Policies and Guidelines.
Attend meetings to take
notes/minutes, prepare an accurate record of the meeting and distribute
agreed minutes/statements as required.
Ensure managers are informed of
relevant day to day issues.
Attend training courses as necessary
to undertake the duties of the post.
Records and monitors annual leave
for SMT and reconciling leave booked with leave taken and resolving
anomalies.
Produces and maintain monthly
attendance records electronically for the management team and for the
salaries and wages department.
Such other duties at a comparable
level of responsibility as may be allocated to the post and post holder.
