Job summary
An
opportunity has arisen for a Service Support Officer within Urgent &
Emergency Care. Operating in a small
team, the post holder will act as a point of contact for the General Managers. The role includes diary management and
minuting meetings.
It is essential that you
have experience of microsoft packages, eg. Word, excel, outlook and
powerpoint. You must be able to use
email and be able to maintain and update electronic diaries.
A flexible,
pro-active team player is required. You
will also have excellent organisational and communication skills and be able to
work under pressure and to tight deadlines.
Main duties of the job
- To provide secretarial support to General
Managers.
- To ensure data quality is
maintained.
- Attending meetings and minute
taking as appropriate.
- Act as a point of contact for
departments and support the management team to deliver patient focused
clinical services.
- Effective
management of diaries.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary, If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post.
Full Job Descriptions can be found in the adverts supporting documents.
Job description
Job responsibilities
- To provide a full range of
confidential secretarial/administrative support to the General Manager.
- To receive and respond to internal and external
correspondence, taking appropriate and timely action as required, in accordance
with Trust and/or departmental standards and processes.
- To manage electronic diaries, as required.
- To organise/attend meetings, including arranging venues,
preparing agendas, production of minutes, as required.
- To operate efficient and up-to-date administrative
systems and processes for all office tasks.
- To meet service requirements.
- To order office supplies through Cardea and maintain
agreed stock levels.
- To prioritise own workload to meet the needs of the head
of service and supporting staff and
ensure all deadlines are met.
- To support interview arrangements as required.
- To provide cover as required during absence of
colleagues.
- The post holder may be required to undertake the role of
Information Asset Administrator or Information Asset Owner to provide support
for the control and administration of information assets within their area/department(details available on the Health Informatics
web page).
- The post holder may be required to
undertake the role of Registration Authority Agent/Sponsor which includes
supporting the NHS Care Records Service applications using smartcards and
appropriate access files.
- Ability
to travel independently across the County to fulfil the requirements of the
post.
Job description
Job responsibilities
- To provide a full range of
confidential secretarial/administrative support to the General Manager.
- To receive and respond to internal and external
correspondence, taking appropriate and timely action as required, in accordance
with Trust and/or departmental standards and processes.
- To manage electronic diaries, as required.
- To organise/attend meetings, including arranging venues,
preparing agendas, production of minutes, as required.
- To operate efficient and up-to-date administrative
systems and processes for all office tasks.
- To meet service requirements.
- To order office supplies through Cardea and maintain
agreed stock levels.
- To prioritise own workload to meet the needs of the head
of service and supporting staff and
ensure all deadlines are met.
- To support interview arrangements as required.
- To provide cover as required during absence of
colleagues.
- The post holder may be required to undertake the role of
Information Asset Administrator or Information Asset Owner to provide support
for the control and administration of information assets within their area/department(details available on the Health Informatics
web page).
- The post holder may be required to
undertake the role of Registration Authority Agent/Sponsor which includes
supporting the NHS Care Records Service applications using smartcards and
appropriate access files.
- Ability
to travel independently across the County to fulfil the requirements of the
post.
Person Specification
Qualifications
Essential
- Good standard of Education Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
- NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
Desirable
- Qualification in secretarial and / or computer skills.
Special skills & Knowledge
Essential
- Knowledge of computer packages, e.g Word, Excel, Outlook and Powerpoint.
- Ability to use email and maintain and electronic diaries.
- Knowledge of Data Protections and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Good interpersonal skills.
- Excellent verbal and written communication skills.
- Able to use own initiative to resolve routine queries.
- Able to work with minimal supervision following set procedures.
- Ability to organize and prioritise workload in order to meet deadlines.
- Ability to work as a member of a team.
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
Special Requirements
Essential
- Ability to travel independently across the county to fulfill the requirements of the post.
Experience
Essential
- Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
- Demonstrate experience of using Microsoft Word.
- Experience in setting up and maintain office filing systems.
- Experience in planning and organising meetings and taking notes.
Desirable
- Experience of working within an NHS environment.
Person Specification
Qualifications
Essential
- Good standard of Education Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
- NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
Desirable
- Qualification in secretarial and / or computer skills.
Special skills & Knowledge
Essential
- Knowledge of computer packages, e.g Word, Excel, Outlook and Powerpoint.
- Ability to use email and maintain and electronic diaries.
- Knowledge of Data Protections and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Good interpersonal skills.
- Excellent verbal and written communication skills.
- Able to use own initiative to resolve routine queries.
- Able to work with minimal supervision following set procedures.
- Ability to organize and prioritise workload in order to meet deadlines.
- Ability to work as a member of a team.
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
Special Requirements
Essential
- Ability to travel independently across the county to fulfill the requirements of the post.
Experience
Essential
- Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
- Demonstrate experience of using Microsoft Word.
- Experience in setting up and maintain office filing systems.
- Experience in planning and organising meetings and taking notes.
Desirable
- Experience of working within an NHS environment.
