Job summary
We are currently looking to appointment a Band 3 Departmental Secretary. This is an exciting opportunity to work within the Social Work Office based at the Freeman Hospital providing support to Social Workers and Team Managers. Although you will be based primarily within the Freeman Hospital, you may be expected to provide cover and support to the Royal Victoria Infirmary team on occasion. We are looking for an enthusiastic, motivated and reliable individual to join our busy team.
- Interview Date Wednesday 1st May 2024
- 15 hours /week Thursday-Friday, working hours are 8.45am - 5pm
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
You will be required to provide administrative and word processing support. Duties will include telephone and reception service, data input and retrieval (using a corporate database system for which training will be provided) and general clerical and word processing duties. You will be responsible for the daily management of 2 FTE Band 2 staff. This includes responsibility for carrying out supervision and appraisals, monitoring of annual leave and sickness and ensuring all mandatory training is completed. The role also includes responsibility for the management of petty cash, stationery ordering and repairs.
You will be a team worker with the ability to motivate others and have excellent organisational skills.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
- To provide a comprehensive, efficient and effective clerical and administrative support service to Social Work staff within the Newcastle upon Tyne Hospital NHS Foundation Trust.
- Supervision of Band 2 staff day to day including organisation of workload, evaluation, appraisal, induction and training features relating to individuals.
- Covering tasks relate to word processing of multiple documents and note taking at meetings.
- Other tasks relate to management of staff leave, ordering of stationery resources, repair requests relating to management of offices, recruitment and selection of staff.
- Training, induction, supervisions and performance appraisals relating to Band 2 colleagues.
- Implementing new work practices, procedures and policies and responsibility for workload prioritisation.
- Assisting with telephone/reception duties, maintaining filing systems, input of computerised referrals and responding to ad-hoc queries from clients, carers, relatives, colleagues, management and medical professionals.
- Responsible for ensuring the maintenance of computerised records within the Directorates client database system.
- Ensuring adequate cover is maintained on own and alternative sites and confidentiality and equal opportunities are adhered to at all times.
- Doing any other appropriate duties as delegated by Social Services Admin Team Manager and Trust Line Management.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
- To provide a comprehensive, efficient and effective clerical and administrative support service to Social Work staff within the Newcastle upon Tyne Hospital NHS Foundation Trust.
- Supervision of Band 2 staff day to day including organisation of workload, evaluation, appraisal, induction and training features relating to individuals.
- Covering tasks relate to word processing of multiple documents and note taking at meetings.
- Other tasks relate to management of staff leave, ordering of stationery resources, repair requests relating to management of offices, recruitment and selection of staff.
- Training, induction, supervisions and performance appraisals relating to Band 2 colleagues.
- Implementing new work practices, procedures and policies and responsibility for workload prioritisation.
- Assisting with telephone/reception duties, maintaining filing systems, input of computerised referrals and responding to ad-hoc queries from clients, carers, relatives, colleagues, management and medical professionals.
- Responsible for ensuring the maintenance of computerised records within the Directorates client database system.
- Ensuring adequate cover is maintained on own and alternative sites and confidentiality and equal opportunities are adhered to at all times.
- Doing any other appropriate duties as delegated by Social Services Admin Team Manager and Trust Line Management.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
Skills, Knowledge and Aptitudes
Essential
- Accurate keyboard skills
- A sound knowledge of IT literacy and experience of using Microsoft packages.(Excell/Word/Outlook).
- Excellent interpersonal/communication skills both written and verbal. Confidence to deal with difficult situations in person or by telephone
- Excellent organisational skills
- Attention to detail
- Experience of arranging meetings including producing reports, agendas, minute taking skills/experience.
- Capable of undertaking clerical, financial and numeric tasks accurately with attention to detail.
- Team-worker with the ability to motivate a team and also able to work unsupervised using own initiative with a flexible/enthusiastic attitude.
Desirable
- Knowledge of the range of services provided by the Trust/Adult/Children's Social Care Directorates
- Experience of mentoring/supervising staff in an office environment.
- Knowledge of NHS HR Policies and Procedures
Qualifications and Training
Essential
- GCSE or equivalent at Grade C or above in English.
- NVQ Level 3 in customer care/business administration or equivalent experience
Desirable
- ECDL computer qualification or equivalent
Experience
Desirable
- Relevant work experience.
- Experience of mentoring/supervising staff in an office environment
Person Specification
Skills, Knowledge and Aptitudes
Essential
- Accurate keyboard skills
- A sound knowledge of IT literacy and experience of using Microsoft packages.(Excell/Word/Outlook).
- Excellent interpersonal/communication skills both written and verbal. Confidence to deal with difficult situations in person or by telephone
- Excellent organisational skills
- Attention to detail
- Experience of arranging meetings including producing reports, agendas, minute taking skills/experience.
- Capable of undertaking clerical, financial and numeric tasks accurately with attention to detail.
- Team-worker with the ability to motivate a team and also able to work unsupervised using own initiative with a flexible/enthusiastic attitude.
Desirable
- Knowledge of the range of services provided by the Trust/Adult/Children's Social Care Directorates
- Experience of mentoring/supervising staff in an office environment.
- Knowledge of NHS HR Policies and Procedures
Qualifications and Training
Essential
- GCSE or equivalent at Grade C or above in English.
- NVQ Level 3 in customer care/business administration or equivalent experience
Desirable
- ECDL computer qualification or equivalent
Experience
Desirable
- Relevant work experience.
- Experience of mentoring/supervising staff in an office environment
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).
