Senior Secretary | Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust
| Posting date: | 19 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £25,147 - £27,596 per annum |
| Hours: | Part time |
| Closing date: | 19 May 2024 |
| Location: | Lostock, Bolton, BL6 4SB |
| Company: | Wrightington, Wigan & Leigh NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6185608/302-24-6185608E |
Summary
We are offering you the opportunity to become part of our focused and friendly team at the Sterile Services Decontamination Unit (SSDU) Lostock, Bolton as the Department’s Senior Secretary, on a 12 month secondment for maternity cover.
SSDU is dedicated in providing a comprehensive service to operating theatres, wards / departments and community centres throughout both Wrightington, Wigan & Leigh Teaching Hospitals NHS Foundation Trust and Salford Royal Hospitals NHS Foundation Trust. This is a vital service that is a major link in the health care chain.
This is a full-time post of 37.5 hours per week 8am - 4pm Monday to Friday, on a 12 months secondment to cover a period of maternity leave.
All candidates will be required to evidence their certificates to the interview panel.
The vacancy may be closed early if a high volume of applications is received.
This vacancy is open to all internal candidates. NHS Employees should ideally secure their manager’s agreement for a secondment arrangement ideally prior to applying, as this will be a condition of any offer made. This vacancy is advertised on a fixed term basis as it has been established to provide cover maternity cover for 12 months or when the substantive post holder returns. Whilst this post is advertised on an acting / secondment basis there is the potential that this post may become permanent in the future.
We are looking for an enthusiastic and highly motivated experienced secretary to join our friendly administration team.
The Secretary will be responsible for providing administrative and secretarial support to the SSDU / ERU Management Team, whilst assisting colleagues to meet the departmental needs of the service.
You must be able to demonstrate excellent communication skills and be able to work effectively under pressure.
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
Provide a full range of administrative secretarial support to the divisional management team.
• The post holder will provide administrative and secretarial support to the SSDU / ERU Management Team.
• Distributing and prioritising incoming and outgoing mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information in a timely manner.
• Providing a PA service for the Sterile Service Manager and Decon Manager and Operations Managers including raising purchase orders, word processing, filing, audio typing, photocopying and composition of letters when required.
• Liaise with external agencies and contacts within the Trust when necessary
• Act as a first point of contact for all communications internally and externally to the divisional management team prioritising all such communications as appropriate, including sensitive and confidential issues.
• Action work on own initiative without direct supervision, address and redirect, where appropriate, queries that would otherwise have to be handled by the management team. This will include drafting letters and memos as appropriate.
• Work flexibly as an admin support team to maintain an efficient service especially in times of absence, i.e. annual and sickness leave.
• Ensure smooth running and maintenance of the photocopier and other office equipment.
• Managing vacancies up to appointment. Use of Trac system, ensuring all relevant documentation is completed and on the correct template which includes job descriptions, person specifications, equivalency forms and pre-employment checks as required.
• Interviewing/Shortlisting where applicable.
• Maintain effective stock of raw materials, sourcing new suppliers and materials when required. Working closely with the Procurement team to enhance any money saving opportunities that may be available. Completing single tender waivers, new supplier requests, obtaining quotations and invoices as required.
• Effective use of IT system; Microsoft Package, Outlook, Scantrack, Oracle, NHS Supply Chain and Trac.
• Ensure that any goods ordered/booked (including travel and accommodation) are within budgetary constraints and reflect value for money and the most cost effective arrangements. Ensure that all invoices for goods ordered (including travel and accommodation) are receipted on Oracle in a timely fashion.
• To maintain confidentiality at all times in accordance with the NHS and professional codes.
This advert closes on Sunday 28 Apr 2024