Job summary
An exciting opportunity has arisen in the Occupational health department for a Secretary. We are seeking enthusiastic and competent individuals to provide secretarial support for the busy occupational health department.
The post will be up to 37.5 hours per week based within the Occupational Health department which is split across both QMC and City Hospital Campuses.
You will be expected to work at both campuses.
Main duties of the job
Working as part of the Occupational Health Department team you will be responsible for the provision of high quality administrative and secretarial support to Consultants, clinical and managerial teams.
You must exercise initiative to organise your own workload within defined deadlines.
You will supervise and manage junior/NHSP administration or secretarial support staff.
The role also requires attention to detail, excellent communication and keyboard skills and the ability to multi-task whilst working calmly in a particularly pressured, busy environment.
Flexibility is essential as you will be required to work across both QMC and City Hospital campuses.
In addition to the below summary you need to familiarise yourself with full job description and person specification documents attached to this advert.
About us
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Job description
Job responsibilities
Please see the attached Job Description and personal specification for more information.
Informal visits strongly recommended
Job description
Job responsibilities
Please see the attached Job Description and personal specification for more information.
Informal visits strongly recommended
Person Specification
Training & Qualifications
Essential
- Educated to NVQ Level 3 or equivalent or experience equivalent level experience
- 5 GCSE's or equivalent including English
- Administration/secretarial skills
- Knowledge and experience of using software programmes, e.g. Microsoft Office, Teams
- RSA 2 or equivalent experience
Experience
Essential
- Knowledge of a range of secretarial procedures with a proven office experience
- Able to update and maintain systems and produce information as required
- Typing experience
- Previous experience of dealing with a variety of tasks within a busy office environment.
- Line management experience
Desirable
- Minute taking and servicing meetings
- Knowledge of hospital systems
- Previous NHS experience
- Knowledge of Medical terminology
- Experience creating and managing electronic Health Records.
- Knowledge of the procedures of the OH department and the OH service performance indicators
- Knowledge of the Data Protection Act
Communication and Relationship skills
Essential
- Must be able to clearly and accurately convey information verbally and in written format
- Able to work as a part of a team, but also independently
- Ability to work under pressure
- Able to communicate information using a variety of written and verbal communication skills including letters, forms, report and tables
- Understands and practices the principles of confidentiality
- Ability to build effective working relationships and supervise staff
Analytical and Judgement skills
Essential
- Able to take responsibility for arranging own work schedule and work using own initiative
- Good organisational skills, able to delegate and assist others to prioritise their workload
- Ability to solve problems within well-defined policies and procedures and using knowledge, initiative and experience
Planning and organisation skills
Essential
- Works within prescribed deadlines and uses initiative
- Manages records, reports and databases effectively
- Ability to plan and organise own time and that of others
Physical skills
Essential
- Frequent use of VDU
- Typing reports, other documents and use of spreadsheets and ability to use a keyboard
- Able to file and retrieve Health Records
Other requirements specific to the role
Essential
- Must be able to work at both hospital sites: QMC and City Hospital campuses
Person Specification
Training & Qualifications
Essential
- Educated to NVQ Level 3 or equivalent or experience equivalent level experience
- 5 GCSE's or equivalent including English
- Administration/secretarial skills
- Knowledge and experience of using software programmes, e.g. Microsoft Office, Teams
- RSA 2 or equivalent experience
Experience
Essential
- Knowledge of a range of secretarial procedures with a proven office experience
- Able to update and maintain systems and produce information as required
- Typing experience
- Previous experience of dealing with a variety of tasks within a busy office environment.
- Line management experience
Desirable
- Minute taking and servicing meetings
- Knowledge of hospital systems
- Previous NHS experience
- Knowledge of Medical terminology
- Experience creating and managing electronic Health Records.
- Knowledge of the procedures of the OH department and the OH service performance indicators
- Knowledge of the Data Protection Act
Communication and Relationship skills
Essential
- Must be able to clearly and accurately convey information verbally and in written format
- Able to work as a part of a team, but also independently
- Ability to work under pressure
- Able to communicate information using a variety of written and verbal communication skills including letters, forms, report and tables
- Understands and practices the principles of confidentiality
- Ability to build effective working relationships and supervise staff
Analytical and Judgement skills
Essential
- Able to take responsibility for arranging own work schedule and work using own initiative
- Good organisational skills, able to delegate and assist others to prioritise their workload
- Ability to solve problems within well-defined policies and procedures and using knowledge, initiative and experience
Planning and organisation skills
Essential
- Works within prescribed deadlines and uses initiative
- Manages records, reports and databases effectively
- Ability to plan and organise own time and that of others
Physical skills
Essential
- Frequent use of VDU
- Typing reports, other documents and use of spreadsheets and ability to use a keyboard
- Able to file and retrieve Health Records
Other requirements specific to the role
Essential
- Must be able to work at both hospital sites: QMC and City Hospital campuses
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.