Senior Secretary - Acute Medicine Management Team

University Hospitals of Derby and Burton NHS Foundation Trust

This job is now closed

Job summary

We are looking for a Senior Secretary for the Acute medicine business unit.

The successful candidate will provide a professional and comprehensive senior secretarial service to the Business Unit/Corporate Function teams ensuring the effectiveness of all communications and organisational systems.

Closing Date: 10 November 2024Interview Date: 22 November 2024

Main duties of the job

In addition to providing a professional and comprehensive senior secretarial service to the Business Unit the main duties of the role include providingday to day supervision of a team of secretaries as appropriate to the needs of the service. Responsible for the operational management of the administration processes and functions of the team.

Responsible for effective communication across all boundaries using negotiation and persuasion skills to ensure the delivery of a comprehensive secretarial service.

Responsibility for managing highly confidential, extremely sensitive information on a regular basis. Discretion required at all times.

Co-ordinate all Business Unit, Corporate meetings and off-site meetings

Ensure the effective co-ordination of the Manager's diary/scheduler.

Provide effective management for the distribution and prioritisation of incoming mail/emails.

Produce letters, memos, and associated documents to a high standard.

Responsible for monitoring and maintaining records for sickness and absence and annual/study leave across the Senior Management Team .

Manages the management team rotas, maintains and validates department databases producing accurate reports as required.

Provide general administrative support to the Senior Management Team/Director as appropriate, to enable the organisation of meetings, agendas, minutes and appraisal documentation.

Act as a liaison between the management teams and functions across the Trust.

About us

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

Development opportunities, both professional and leadership development
On-going support from recruitment to when you join our team and beyond.
Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts:

We see on average 4810 OP appointments a day.
We are the 4th busiest Trauma & Orthopaedic outpatients department in England - an average of 2077 per week.
An average of 1115 patients are seen in A&Es across our network every day - 3rd largest in the country.
Our hospitals admit an average of 195 emergency patients daily.
Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
We are one of only 7 Trusts nationally with more than 50 operating theatres.
We carry out more than 140 elective procedures each working day.
UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.

Date posted

30 October 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year pro rata/pa

Contract

Permanent

Working pattern

Full-time

Reference number

320-MED-1467

Job locations

Royal Derby Hospital

Uttoxeter Road

Derby

DE22 3NE

Job description

Job responsibilities

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Job description

Job responsibilities

Person Specification

Qualifications, Knowledge, Training and Experience

Essential

A good standard of English to O'level/GCSE or equivalent and ability to demonstrate both written and verbal communication skills
RSA3/OCR qualification or equivalent knowledge and skills
NVQ 3 in Business and administration or equivalent knowledge and skills
Experience of working in a secretarial role with some supervisory responsibility.
Experience of handling confidential/ highly sensitive information and a clear understanding of information governance and trust guidelines.

Desirable

An understanding of the 18-week RTT process and a knowledge of the Trust Patient Access Policy and an agreement to adhered to these policies according to National Trust Guidelines as appropriate to the role.
Experience of working in a medical secretarial role and an understanding of medical terminology.
Experience of minute taking for senior team/corporate meetings.

Planning and Organisational Skills

Essential

Demonstratable experience of prioritising tasks both individually and for a team according to changing/ unpredictable situations
Experience of liaising with internal and extrenal contacts and departments to reschedule meetings as required in line with service demands.

Person Specification

Qualifications, Knowledge, Training and Experience

Essential

A good standard of English to O'level/GCSE or equivalent and ability to demonstrate both written and verbal communication skills
RSA3/OCR qualification or equivalent knowledge and skills
NVQ 3 in Business and administration or equivalent knowledge and skills
Experience of working in a secretarial role with some supervisory responsibility.
Experience of handling confidential/ highly sensitive information and a clear understanding of information governance and trust guidelines.

Desirable

An understanding of the 18-week RTT process and a knowledge of the Trust Patient Access Policy and an agreement to adhered to these policies according to National Trust Guidelines as appropriate to the role.
Experience of working in a medical secretarial role and an understanding of medical terminology.
Experience of minute taking for senior team/corporate meetings.

Planning and Organisational Skills

Essential

Demonstratable experience of prioritising tasks both individually and for a team according to changing/ unpredictable situations
Experience of liaising with internal and extrenal contacts and departments to reschedule meetings as required in line with service demands.

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.