Job summary
To provide comprehensive and high quality secretarial, administrative and clerical support to the Director and Deputy Director of Midwifery & Gynaecology and Matrons for Women's Health and wider Divisional Office department ensuring an effective and efficient service is delivered.
To support the Admin Team Leader to undertake change management.
To ensure that patients are treated with courtesy, dignity and respect.
The most rewarding part of this role is providing a high standard of administrative assistance to clinicians, patients, carers, relatives, outside agencies and the overall team ensuring they are all well supported.
The post holder works with very little supervision, prioritising and manging their own workload on a day to day basis.
To manage the Director and Deputy Director of Midwifery & Gynaecology and Matrons diaries on a daily basis.
Minute taking at meetings including typing and distributing of minutes. Touch typing of minutes from notes, dictation and/or recordings.
Main duties of the job
- To provide administrative support to members of the Women's Health Management Team, along with wider team members
- To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with stakeholders as requested
- Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others. To ensure that arrangements regarding medical staff leave and cover arrangements are circulated appropriately and that clinical activities are amended accordingly
- Taking and transcribing formal minutes
- To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department
- To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader
- Arrange induction meetings for new Midwives, Maternity Support Workers, Nurses and Healthcare Support Workers
About us
The Maternity services Administrative support and Minute Taker is an exciting, demanding and fast-paced role.
Providing comprehensive and high quality secretarial, administrative and clerical support to the Director and Deputy Director of Midwifery & Gynaecology and Matrons for Women's Health and wider Divisional Office department ensuring an effective .
Why Work With Us
Job description
Job responsibilities
- To produce and update standard operating procedures (SOPs) for all aspects of the role
- Taking and transcribing formal minutes
-
To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department
-
To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader
- Diary Management of specified clinical staff
-
To provide cover for other members of the Womens Health team as required to ensure optimum efficiency of the department
-
Any other appropriate duties/tasks as requested by management
-
To identify areas for service improvement and support implementation
-
To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system (audio and copy typing)
-
Arrange induction meetings for new Midwives, Maternity Support Workers, Nurses and Healthcare Support Workers
Job description
Job responsibilities
- To produce and update standard operating procedures (SOPs) for all aspects of the role
- Taking and transcribing formal minutes
-
To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department
-
To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader
- Diary Management of specified clinical staff
-
To provide cover for other members of the Womens Health team as required to ensure optimum efficiency of the department
-
Any other appropriate duties/tasks as requested by management
-
To identify areas for service improvement and support implementation
-
To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system (audio and copy typing)
-
Arrange induction meetings for new Midwives, Maternity Support Workers, Nurses and Healthcare Support Workers
Person Specification
Admin
Essential
- oProven experience of audio typing
- oProven experience of using Excel Spread sheets.
- oExcellent Audio Typing skills.
- oProven secretarial and administrative experience.
- oCustomer care experience of providing a customer focused service.
- oAbility to effectively use the Microsoft Office software (Word, Excel, PowerPoint).
- oGood communication skills
- oAbility to work on own initiative, prioritise own workload and achieve deadlines.
- oAbility to work as part of a team
- oGood standard of education to include GCSE in Maths and English or equivalent
- oTyping qualification to RSA stage II/OCR II or equivalent level of speed and accuracy (40wpm).
Desirable
- oNVQ level 3 in administration or relevant experience
- oNHS experience
- oKnowledge and experience of the Trust patient administrative and information systems.
- oUnderstanding of hospital policies and procedures including the Trust Access Policy.
- oTo be proficient in the use of Internet/Intranet and email.
Person Specification
Admin
Essential
- oProven experience of audio typing
- oProven experience of using Excel Spread sheets.
- oExcellent Audio Typing skills.
- oProven secretarial and administrative experience.
- oCustomer care experience of providing a customer focused service.
- oAbility to effectively use the Microsoft Office software (Word, Excel, PowerPoint).
- oGood communication skills
- oAbility to work on own initiative, prioritise own workload and achieve deadlines.
- oAbility to work as part of a team
- oGood standard of education to include GCSE in Maths and English or equivalent
- oTyping qualification to RSA stage II/OCR II or equivalent level of speed and accuracy (40wpm).
Desirable
- oNVQ level 3 in administration or relevant experience
- oNHS experience
- oKnowledge and experience of the Trust patient administrative and information systems.
- oUnderstanding of hospital policies and procedures including the Trust Access Policy.
- oTo be proficient in the use of Internet/Intranet and email.
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
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).
