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Secretary NHS AfC: Band 3 Full Time

at St Helens & Knowsley Teaching Hospitals London in London (Published at 21-09-2021)

Main area
Admin & Clercial
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
Part time - 20 hours per week
Job ref
409-3328724-A
Site
Whiston Hospital
Town
Prescot
Salary
£20,330 - £21,777 pro rata
Salary period
Yearly
Closing
Today at 23:59
Interview date
28/09/2021

Job overview



The Quality & Risk Admin team are looking for an enthusiastic and self-motivated Secretary. This is a part-time role for 20 hours per week.



This demanding role will require excellent minute taking skills, time management and interpersonal skills. The successful candidates must be able to prioritise their own workload and will require a flexible approach to their duties. They must be able to communicate effectively with staff at all levels within the organisation.



The post holders should be proficient in the use of Microsoft Office software, Medway and Datix and be willing to undertake training on department specific software including Interpreter Service, Policies and Patient Information Leaflets.



There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.



Please note, interviews may include assessment tasks.



Interview Date: Tuesday 28
th September



Main duties of the job



To assist in the smooth running of the Quality & Risk Department in providing full secretarial support to the Quality & Risk Department.



Working as part of a team, ensuring delivery of an efficient and high standard secretarial / administrative support within the Quality & Risk Department enabling



Please see the attached job description and person specification for further details.



Working for our organisation



St Helens & Knowsley Teaching Hospitals NHS Trust is the BEST acute Trusts in England for the THIRD year running!



The Trust is currently the only acute Trust in Cheshire and Merseyside, and is one of few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.



We provide a full range of acute adult services to our local population of circa 350,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are also a Major Trauma Unit and the Mersey Regional Burns Unit.



Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.




Detailed job description and main responsibilities



Duties and Responsibilities

  • To provide a comprehensive secretarial service to the Quality & Risk Department.

  • To carry out designated duties using Microsoft Office software.

  • Dealing with incoming calls and transferring to appropriate person as necessary.

  • Receiving and distributing of incoming mail taking note of any action necessary.

  • Prepare agendas, distribute all relevant documentation and take minutes of meetings, including Governance Council meetings.

  • Maintenance of Quality & Risk Admin Team Inbox as required.

  • Maintenance of Interpreter Service Inbox and portal as required.

  • To assist in the preparation for internal and external reviews of making appropriate arrangements.

  • Ensuring that adequate office supplies are maintained for the Quality & Risk Department.

  • Arrangement of meetings including room bookings (internal and external) and organise hospitality.

  • In conjunction with the Admin Team Lead to ensure that an efficient and confidential filing system is maintained.

  • To liaise with other areas, departments, care groups, on behalf of the department, including external organisations.

Person specification


Qualifications


Essential criteria

  • Educated to GCSE level in English and Mathematics and/or equivalent qualification or experience

  • RSA III typewriting / word processing skills and/or equivalent qualification or equivalent experience

Desirable criteria

  • Shorthand qualification (80-100wpm)

  • RSA II audio typing or equivalent

Knowledge


Essential criteria

  • Comprehensive understanding of a range of administration / secretarial procedures

  • Experience in preparing for meetings

  • Microsoft Office software

  • Ability to work as part of a team

Desirable criteria

  • Understanding of Trust Internal Policies as appropriate

  • Experience of working within NHS

Skills


Essential criteria

  • Excellent IT skills

  • Ability to communicate effectively at all levels

  • Ability to manage / prioritise workload and work to strict deadlines

  • Capability to adapt to new and unexpected situations

  • Ability to accurately maintain computerised and manual filing / documentation systems

  • Ability to use own initiative and work independently

  • Excellent time management and problem solving skills

  • Excellent interpersonal skills

Other


Essential criteria

  • Willing to undertake further training as required

  • Comply with Trust policies and procedures at all times

  • Understanding of confidential nature of role and awareness of GDPR


St Helens & Knowsley Teaching Hospitals NHS Trust are committed to providing an environment and services which embrace diversity and which promote equality of opportunity, we welcome applications from all sections of the communities we serve to enable us to reflect their diversity and improve the delivery of the services we provide.

Any information gathered during the application process relating to protected characteristics as defined by the Equality Act 2010, is gathered for statistical purposes only and is not made available to recruiting managers at any stage of the recruitment process.



As a ?Disability Confident Leader? we offer a guaranteed interview scheme for applicants who consider themselves to have a disability and who meet the minimum selection criteria (essential) at each stage of the selection process. You can indicate your wish submit an application under the Trust's guaranteed interview scheme in the personal information section of the online application form.



Transitional arrangements are in place for EU,EEA and Swiss Citizens following the UK's withdrawal from the EU. Should you this apply to you, you are advised to familiarise yourself with these arrangements to ensure you continue to have right to work in the UK and how to evidence that right in the future. Please see the document attached to this vacancy. This requirement does not apply to Irish citizens, who can continue to freely enter, live and work in the UK.



The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.



Please be aware, that we may close a vacancy earlier than stated, should a sufficient number of applications be received from which a shortlist can be confirmed therefore you are advised to apply at your earliest convenience.



If you are having difficulty completing an online application, please contact [email protected]



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