Job summary
The Family Services & Surgical Division at Dorset County Hospital is looking for a highly motivated and enthusiastic individual to provide comprehensive administrative/secretarial support for the Senior Divisional Management Team.
This role will include: the preparation of agendas and minutes, taking appropriate follow-up action as required, recruitment, managing diaries and sickness recording. Supporting the team with the management of projects, gathering information and undertaking enquiries as and when is necessary for the role.
Main duties of the job
The post holder will work within the Family and Surgical Division to provide a comprehensive administrative and secretarial service to the Senior Divisional Management Team. This will require excellent administrative, secretarial, analytical, communication and interpersonal skills, along with an aptitude for developing systems. It will include: word processing, use of databases, minute taking, managing electronic diaries, organising and coordinating meetings, booking meeting rooms/venues, collecting and collating sickness leave, special leave, study leave, mandatory training and honorary contract data, organising inductions (where applicable) for new employees, answering the telephone, being first point of contact for the Division, photocopying, scanning and typing of other correspondence relating to health professionals, patients, clients and carers. This list is not exhaustive.At all times, the post holder will be expected to use discretion, sensitivity and deal with information in a confidential and professional manner. The post holder will also be expected to attend various meetings within the Division.
About us
At DCHFT, we pride ourselves on the care we provide for our patients, and on the culture, we are creating for our staff. We work hard to create a fair, inclusive environment for our staff.
Our Mission is to work in partnership to provide high quality, compassionate services and to nurture an environment where people can be at their best. Our vision is healthier lives, empowered citizens, thriving communities.
We are a Trust that celebrates diversity, and we are committed to creating an inclusive environment for all employees. We welcome applications from people in all under-represented groups.
Job description
Job responsibilities
Please see the attached job description and person specification for full details on the role and responsibilities.
Job description
Job responsibilities
Please see the attached job description and person specification for full details on the role and responsibilities.
Person Specification
Education, Qualifications & Training
Essential
- Educated to GSCE level- 5 GCSEs at Grade C or above, including GSCE Mathematics and English
- RSA Stage III Word processing or equivalent
- NVQ level 4 in administration or equivalent experience
Knowledge and Experience
Essential
- Significant previous proven experience in a relatable role
- Experience of working in an NHS environment or other healthcare related administration
- Ability to use integrated IT systems
- Minute taking experience
- Experience of working to tight deadlines and multi-tasking
- Experience of working with computer systems, to include Microsoft Office, in a working environment
- Experience of setting up, developing and maintaining systems both manual and electronic
- Knowledge of spreadsheets and the ability to record and retrieve data accurately
- Experience of working with staff at all levels
- Demonstrable experience in dealing with sensitive and confidential information
- Understanding of Confidentiality and Data Protection Act
Skills & Abilities
Essential
- Evidence of secretarial skills including minute taking
- To be proficient in diary management
- Evidence of effective communication skills both written and oral
- Able to communicate with patients, staff and managers at all levels in a tactful and diplomatic manner
- Evidence of ability to respond quickly to changing priorities organising and prioritising own workload to meet deadlines
- Evidence of ability to work without direct supervision within broad procedural guidelines
- Evidence of ability to manage own workload and act independently
- Evidence of ability to exercise judgement when dealing with queries and to analyse and resolve problems
- Evidence of ability to build and maintain good working relationships within a team
- Ability to work alone and as part of a team
- Evidence of flexibility and ability to adapt to different areas of work
- Evidence of ability to develop systems to promote efficient and effective working within the team
- Evidence of working within the NHS in a team environment and delivering team objectives
Person Specification
Education, Qualifications & Training
Essential
- Educated to GSCE level- 5 GCSEs at Grade C or above, including GSCE Mathematics and English
- RSA Stage III Word processing or equivalent
- NVQ level 4 in administration or equivalent experience
Knowledge and Experience
Essential
- Significant previous proven experience in a relatable role
- Experience of working in an NHS environment or other healthcare related administration
- Ability to use integrated IT systems
- Minute taking experience
- Experience of working to tight deadlines and multi-tasking
- Experience of working with computer systems, to include Microsoft Office, in a working environment
- Experience of setting up, developing and maintaining systems both manual and electronic
- Knowledge of spreadsheets and the ability to record and retrieve data accurately
- Experience of working with staff at all levels
- Demonstrable experience in dealing with sensitive and confidential information
- Understanding of Confidentiality and Data Protection Act
Skills & Abilities
Essential
- Evidence of secretarial skills including minute taking
- To be proficient in diary management
- Evidence of effective communication skills both written and oral
- Able to communicate with patients, staff and managers at all levels in a tactful and diplomatic manner
- Evidence of ability to respond quickly to changing priorities organising and prioritising own workload to meet deadlines
- Evidence of ability to work without direct supervision within broad procedural guidelines
- Evidence of ability to manage own workload and act independently
- Evidence of ability to exercise judgement when dealing with queries and to analyse and resolve problems
- Evidence of ability to build and maintain good working relationships within a team
- Ability to work alone and as part of a team
- Evidence of flexibility and ability to adapt to different areas of work
- Evidence of ability to develop systems to promote efficient and effective working within the team
- Evidence of working within the NHS in a team environment and delivering team objectives
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.
