Secretary/Administrative Assistant

Job description

Job responsibilities

Planning and Organisational Duties

To provide a comprehensive secretarial and confidential service to the

Specialist Service Leadership Team

including management of correspondence, typing of reports, letters, etc.

To carry out general reception duties, including, answering the telephone, arranging interpreter services, legal administrative duties / invoices and dealing with routine enquiries, etc.

To attend relevant meetings and be responsible for the taking and producing of minutes accurately, efficiently and to distribute appropriately.

To accurately and efficiently input patient data into electronic systems such as teams channel, sharepoint, excel documents..

To be responsible for the setting up of spreadsheets to ensure the accurate accurately input of data

To be able to use Microsoft Office Suite to carry out administrative duties to a high standard.

To undertake any other duties that might be considered appropriate by the Manager.

Communications and Key Working Relationships

Using the spoken and written word and being sensitive to those who are vulnerable or do not have English as their first language.

Assisting in the establishment of communication systems with all staff, patients and relatives to promote understanding and good will.

Maintaining accurate, timely and legible records.

To influence and prioritise the development of knowledge, ideas and work practice in self and others.

To encourage others to see advice and solutions to problems.

Communicate in a manner that is consistent with legislation, policies and procedures.

Maintaining consistency within standards of patient care.

Knowledge of medical terminology systems.

Responsibility for Finance

To be responsible for maintaining an adequate level of stationery, stock, non-stock requisition items and uniforms for the department / staff using SBS.

Promote effective utilisation of resources

Responsibility for Human Resources

To be involved in the recruitment and selection of lower grade staff.

To participate in the staff appraisal scheme and fulfil appropriate KSF dimensions as identified.

To comply with the organisational and departmental policies and procedures.

To maintain own professional development by keeping abreast of any new trends and developments, and incorporate them as necessary into your work.

To be actively involved in the collection of annual and sick leave data

Ensure compliance with the Mandatory Training Policy in accordance with Trust Policy.

Responsibility for Health & Safety

Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Responsibility for Teaching

None

Work Circumstances & on-call

There is no requirement to participate in an on-call rota

Standard Duties & Responsibilities

The Trust operates a No Smoking Policy.

All Wrightington Wigan and Leigh NHS Foundation Trust staff employed within Clinical Environments and have contact with children, vulnerable adults; service users and their families must familiarise themselves, be aware of their responsibilities and adhere to Local Safeguarding Childrens Board, Local Safeguarding Adult Board and WWL Procedures for Safeguarding and Protecting Children which are available on the Trust Policy Library.

In accordance with Part 7 of the Immigration Act 2016, employees who are required to interact regularly with the public, both face to face, and by telephone, are required to be able to speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.

Compliance with the General Data Protection Regulators 2016, Data Protection Act2018 and Information Governance Principles the post holder is not entitled to use for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trusts affairs or dealings which may come to their knowledge during employment.

Person Specification

Qualifications

Essential

• Good general level of education to GCSE level or equivalent in maths and English
• RSA 11 or equivalent

Desirable

• Evidence of CPD
• ECDL

Skills

Essential

• Forward thinking
• Excellent interpersonal skills & telephone manner
• Keyboard & basic typing skills
• Ability to use own initiative and work under direction
• Committed to personal and team development
• Able to work as a team member
• Ability to organise workload independently and adapt to changing priorities

Desirable

• IT skills
• Commitment to CPD

Knowledge

Essential

• Clear vision of role
• Knowledge of how to use Trust patient administration systems (PAS systems, Electronic Patient Records, Digital Dictation systems)
• Knowledge of a broad range of medical terminology
• Knowledge of the Information Governance policy and its application regarding confidential information practice

Desirable

• Awareness of Musculoskeletal Clinical Assessment Treatment Services
• Knowledge of NHS policies and procedures
• Understanding of 18 week policies, choose & book and patient choice; and the role of the medical secretary in implementing these policies

Experience

Essential

• Relevant experience in a secretarial or administrative position
• Experience of audio typing
• Experience of Microsoft Office applications

Desirable

• Previous experience as a personal secretary

Additional

Essential

• Motivation / Drive / Enthusiasm
• Able to work flexibly across all Trust sites
• Ability to travel between sites within a time-frame deemed reasonable by the Trust
• Willing to meet the performance criteria set out in the job description and undertakes personal and professional development
• Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

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.

Employer details

Employer name

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

Address

Wrightington Hospital

Hall lane

Wigan

WN6 9EP

Employer's website

http://www.wwl.nhs.uk/ (Opens in a new tab)