Job summary
Previous applicants need not apply
The Secretarial Support Officer will provide comprehensive administrative support, including diary management, welcoming visitors and handling telephone enquiries.
You will work with key stakeholders, members of Team DBTH and our service users; maintaining a high level of confidentiality and demonstrating diplomacy is a critical part of this role.
You should be a confident communicator, who displays a can-do attitude, eager to learn and capable of delivering a high quality, professional and confidential service.
Main duties of the job
The Secretarial Support Officer will primarily support the Senior Leadership Team within the Division of Surgery along with the Divisional Secrteray.
In order to deliver a high quality, professional service the post holder should demonstrate excellent attention to detail, be proficient in all aspects of IT and possess good organisational and secretarial skills.
A personable, yet professional approach and the ability to build and maintain effective working relationships is vital in this role.
On the job support and development opportunities will be provided to the successful candidate.
About us
The Trust is committed to delivery of its vision "To be the safest trust in England, outstanding in all that we do". Driven by our strategic objectives and organisational values, we are keen to see those values and behaviours brought to life by all members of Team DBTH.
This post provides an unrivalled opportunity to work closely with the senior leaders of the Trust, supporting trust wide developments.
It will provide an opportunity to utilise and expand on existing skills and experience, relevant to many support functions within the organisation.
Job description
Job responsibilities
MAIN DUTIES/RESPONSIBILITIES
- Administration of the Care Groups complaints procedure. Being first point of contact for telephone enquiries including communication with complainants. Duties include typing of letters, inputting data onto computerised system, chasing responses, arranging meetings, locating and requesting casenotes and keeping up to date sensitive/confidential records.
- Providing secretarial support to the Matrons, Business Managers and Assistant Care Group Directors for Surgery. Managing diaries, arranging meetings, dealing with correspondence and typing reports.
- Providing administrative assistance to the General Manager, Head of Nursing and Care Group Director for Surgery in the absence of the regular postholder. Managing diaries, dealing with confidential and sensitive issues, producing letters and reports where required.
- Support colleagues and takes an active role in the induction and training of new staff.
- Liaising with other hospital staff at all levels, eg PALS, medical secretaries, Clinicians and senior management in other Directorates.
- Working as both an individual and as part of a team, confidently managing a varied workload and dealing with interruptions in an unpredictable working environment.
- Using own judgement to prioritise this varied workload, often working to tight deadlines.
- Takes responsibility for personal development, actively seeking to improve own and team performance.
- Demonstrates excellent interpersonal and communications skills.
- Opening and distributing mail.
Job description
Job responsibilities
MAIN DUTIES/RESPONSIBILITIES
- Administration of the Care Groups complaints procedure. Being first point of contact for telephone enquiries including communication with complainants. Duties include typing of letters, inputting data onto computerised system, chasing responses, arranging meetings, locating and requesting casenotes and keeping up to date sensitive/confidential records.
- Providing secretarial support to the Matrons, Business Managers and Assistant Care Group Directors for Surgery. Managing diaries, arranging meetings, dealing with correspondence and typing reports.
- Providing administrative assistance to the General Manager, Head of Nursing and Care Group Director for Surgery in the absence of the regular postholder. Managing diaries, dealing with confidential and sensitive issues, producing letters and reports where required.
- Support colleagues and takes an active role in the induction and training of new staff.
- Liaising with other hospital staff at all levels, eg PALS, medical secretaries, Clinicians and senior management in other Directorates.
- Working as both an individual and as part of a team, confidently managing a varied workload and dealing with interruptions in an unpredictable working environment.
- Using own judgement to prioritise this varied workload, often working to tight deadlines.
- Takes responsibility for personal development, actively seeking to improve own and team performance.
- Demonstrates excellent interpersonal and communications skills.
- Opening and distributing mail.
Person Specification
Qualifications
Essential
- Good standard of education
- Good wordprocessing / keyboard skills
Desirable
- Minimum of GCSE English Language or equivalent
- RSA Stage II Word Processing or equivalent / NVQ Level 2 Business Administration
- Audio typing qualification
Knowledge & Experience
Essential
- Computer Literate
- Proficient in the use of Microsoft Office
Desirable
- Previous secretarial experience
- Knowledge of medical terminology
- Good audio typing skills
Interpersonal Skills
Essential
- Good communication skills
- Ability to display tact and diplomacy
- Good Team player
Desirable
- Able to work under pressure
Organisational Skills
Essential
- Able to work flexibly and prioritise workload effectively
- Able to use initiative where required
Desirable
Person Specification
Qualifications
Essential
- Good standard of education
- Good wordprocessing / keyboard skills
Desirable
- Minimum of GCSE English Language or equivalent
- RSA Stage II Word Processing or equivalent / NVQ Level 2 Business Administration
- Audio typing qualification
Knowledge & Experience
Essential
- Computer Literate
- Proficient in the use of Microsoft Office
Desirable
- Previous secretarial experience
- Knowledge of medical terminology
- Good audio typing skills
Interpersonal Skills
Essential
- Good communication skills
- Ability to display tact and diplomacy
- Good Team player
Desirable
- Able to work under pressure
Organisational Skills
Essential
- Able to work flexibly and prioritise workload effectively
- Able to use initiative where required
Desirable
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.
