Job summary
To work as a Team Secretary to ensure all secretarial and administrative support to the paediatric and neonatal transport team is undertaken, which includes typing, taking phone calls, transcribing of minutes of meetings and general day to day support for the senior team.
To ensure effective communication between the Managers, Heads of Service, senior nursing team and medical staff whilst maintaining confidentially at all times.
Main duties of the job
- Providing an administrative and secretarial service to the Management team, including General Manager, Heads of Service, Senior Nurses.
- Attending meetings such as the Senior Team Meeting, Governance Meeting and Staff Meetings taking Minutes. Transcribing notes in a timely
- Dealing with face-to-face and telephone enquiries and passing on those to be dealt with by others, as
- Managing diaries in an efficient and effective manner, including the organisation of meetings and
- Dealing with telephone and email
- Creating and maintaining filing systems in accordance with UHL standards. Retrieval of transport'
- Word-processing, copy typing and formatting letters, using a variety of software packages such as Word, Excel, Publisher, Outlook and Powerpoint to produce correspondence and documents.
- Liaising with staff at all levels, including Medical Secretaries, Consultants, Nurses, and Managers, both within the Trust and within external organisations.
- Using the Trust's systems and processes, such as Supply Chain CEDAR and
- Monitoring and ordering stationery for the CMG on CEDAR and Online Logistics (no budgetary responsibility).
- Organising travel and appropriate accommodation
- Organising and storing paperwork, documents, and computer- based
- Photocopying and printing various documents, sometimes on behalf of colleagues.
- Pulling patients' records in relation to Safeguarding and ensuring the swift filing of documentation of a highly sensitive and confidential
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:o We focus on what matters mosto We treat others how we would like to be treatedo We are passionate and creative in our worko We do what we say we are going to doo We are one team and we are best when we work togetherOur patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)
Job description
Job responsibilities
- Providing an administrative and secretarial service to the Management team, including General Manager, Heads of Service, Senior Nurses.
- Attending meetings such as the Senior Team Meeting, Governance Meeting and Staff Meetings taking Minutes. Transcribing notes in a timely
- Dealing with face-to-face and telephone enquiries and passing on those to be dealt with by others, as
- Managing diaries in an efficient and effective manner, including the organisation of meetings and
- Dealing with telephone and email
- Creating and maintaining filing systems in accordance with UHL standards. Retrieval of transport
- Word-processing, copy typing and formatting letters, using a variety of software packages such as Word, Excel, Publisher, Outlook and Powerpoint to produce correspondence and documents.
- Liaising with staff at all levels, including Medical Secretaries, Consultants, Nurses, and Managers, both within the Trust and within external organisations.
- Using the Trusts systems and processes, such as Supply Chain CEDAR and
- Monitoring and ordering stationery for the CMG on CEDAR and Online Logistics (no budgetary responsibility).
- Organising travel and appropriate accommodation
- Organising and storing paperwork, documents, and computer- based
- Photocopying and printing various documents, sometimes on behalf of colleagues.
- Pulling patients records in relation to Safeguarding and ensuring the swift filing of documentation of a highly sensitive and confidential
- Reporting any faults pertaining to equipment, g. printers, and electrical appliances to Facilities and Estates.
- Any other duties as may be required as part of the role.
Job description
Job responsibilities
- Providing an administrative and secretarial service to the Management team, including General Manager, Heads of Service, Senior Nurses.
- Attending meetings such as the Senior Team Meeting, Governance Meeting and Staff Meetings taking Minutes. Transcribing notes in a timely
- Dealing with face-to-face and telephone enquiries and passing on those to be dealt with by others, as
- Managing diaries in an efficient and effective manner, including the organisation of meetings and
- Dealing with telephone and email
- Creating and maintaining filing systems in accordance with UHL standards. Retrieval of transport
- Word-processing, copy typing and formatting letters, using a variety of software packages such as Word, Excel, Publisher, Outlook and Powerpoint to produce correspondence and documents.
- Liaising with staff at all levels, including Medical Secretaries, Consultants, Nurses, and Managers, both within the Trust and within external organisations.
- Using the Trusts systems and processes, such as Supply Chain CEDAR and
- Monitoring and ordering stationery for the CMG on CEDAR and Online Logistics (no budgetary responsibility).
- Organising travel and appropriate accommodation
- Organising and storing paperwork, documents, and computer- based
- Photocopying and printing various documents, sometimes on behalf of colleagues.
- Pulling patients records in relation to Safeguarding and ensuring the swift filing of documentation of a highly sensitive and confidential
- Reporting any faults pertaining to equipment, g. printers, and electrical appliances to Facilities and Estates.
- Any other duties as may be required as part of the role.
Person Specification
Training & Qualifications
Essential
- RSA III Word-Processing or equivalent
- GCSE Maths and English or equivalent
- RSA II Audio-Typing or equivalent Computer Literate with experience of spreadsheets and databases
Desirable
- Shorthand Touch Typing Previous experience working as a secretary within the NHS
Experience
Essential
- Previous experience of working within a multidisciplinary team
- Scheduling meeting, taking minutes and producing accurate notes and action logs
- IT skills including computer Literate with experience of spreadsheets and databases
Communication and relationship skills
Essential
- Excellent communication and interpersonal skills
- Ability to meet deadlines and work under pressure whilst remaining calm
- Demonstrates supportive behaviour towards others
Skills
Essential
- Knowledge of the Trust's electronic information systems
- Able to communicate and interact within the multidisciplinary team Excellent team player
Planning and organisation skills
Essential
- Ability to manage own workload and work independently Ability to prioritise and work on own initiative
Person Specification
Training & Qualifications
Essential
- RSA III Word-Processing or equivalent
- GCSE Maths and English or equivalent
- RSA II Audio-Typing or equivalent Computer Literate with experience of spreadsheets and databases
Desirable
- Shorthand Touch Typing Previous experience working as a secretary within the NHS
Experience
Essential
- Previous experience of working within a multidisciplinary team
- Scheduling meeting, taking minutes and producing accurate notes and action logs
- IT skills including computer Literate with experience of spreadsheets and databases
Communication and relationship skills
Essential
- Excellent communication and interpersonal skills
- Ability to meet deadlines and work under pressure whilst remaining calm
- Demonstrates supportive behaviour towards others
Skills
Essential
- Knowledge of the Trust's electronic information systems
- Able to communicate and interact within the multidisciplinary team Excellent team player
Planning and organisation skills
Essential
- Ability to manage own workload and work independently Ability to prioritise and work on own initiative
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).
