Secretary
| Posting date: | 13 May 2024 |
|---|---|
| Salary: | £22,816 to £24,336 per year |
| Additional salary information: | £22816 - £24336 a year |
| Hours: | Full time |
| Closing date: | 28 May 2024 |
| Location: | Wakefield, WF14DG |
| Company: | NHS Jobs |
| Job type: | Contract |
| Job reference: | C9377-ATS0099b |
Summary
Act as a focal point for the service leadership team. Provide a friendly and professional service; deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with internal staff of all levels by a variety of means i.e. face to face/phone/e-mail/letter on a daily basis. May need to contact members of the public, external bodies/agencies. Analysis of queries and issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact, empathy, persuasion, or reassurance skills. To attend meetings and appropriate Committees to provide secretarial support by setting agendas, log incoming documents for ratification, provide detailed minutes of meetings and typing up action logs summarising the contents of meetings for distribution to attendees. Undertake typing of correspondence using copy, and relevant IT systems to a high and accurate standard. This may include agendas, action logs, letters, reports, minutes of meetings and other administrative work. To undertake diary management, arrange appointments, schedules, venues (equipment and facilities) and resolve any conflicting appointments as required for the service leadership team. To ensure post addressed to the service leadership team is promptly collected, sorted, recorded, and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Assist service leadership teams with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures (e.g recruitment) To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures. Copying/printing/preparation/circulation/scanning of documents within prescribed timescales. Distribution and checking of other documents by service leadership team as requested, e.g. policies, procedures, presentations. Preparation of orders and receiving of goods/services in order to maintain efficient running of the service as required. Keep appropriate statistical records/information as and when required for the service/team leads management teams. To contribute to departmental audits through the compilation of data collection to comply with audit requirements. To be responsible for ensuring copies of correspondence are stored in accordance with standard operating procedures. To be responsible for the confidential management of records and ensure that all documentation is returned to the appropriate department in a timely manner and within standard operating procedures. The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance, as required. Answer phone calls and redirect them when necessary. To provide cover to administration colleagues within the therapies department at times of absence.