Job responsibilities
JOB
PURPOSE/SUMMARY
To
provide secretarial and administrative support to the Adult Therapies CSU.
The
post holder will be part of a team of secretaries providing administrative
and secretarial support to the Adult Therapies CSU. Any member of the Department may ask for
help with administrative tasks and the secretaries help out where possible
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
The post holder will provide a high
quality secretarial/clerical service including specialist word
processing/audio skills.
The post holder will organise their
dedicated managers workload schedules by collating notes relevant to
meetings and ensuring supporting papers are ready and available as
appropriate
Mail will be collected,
distributed, opened and dealt with appropriately
Taking minutes at meetings may be
required
The post holder will maintain
electronic diaries
The post holder will help with the
ordering of office supplies
The post holder will undertake
administrative work for their dedicated manager including travel arrangements
The post holder will undertake
other ad hoc clerical or administrative duties as required
The post holder will be expected to
attend any statutory courses as required for the post
The post holder shall undertake to
keep up to date with skills and personal development.
This list of
duties/responsibilities is not exhaustive and may be amended following
discussion with the post holder.
5.
THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
Additionally,
the following are core values which relate specifically to this post:
Commitment to delivering a high
quality secretarial and administrative service
Commitment to flexible working in a
team situation
Commitment to encouraging a
positive working environment
Commitment to own development
6. WEST YORKSHIRE ASSOCIATION OF ACUTE
TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
7. INFECTION CONTROL
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS
Trust Infection Control policies, in particular by practising Universal
Infection Control Precautions. Hand hygiene must be performed before and
after contact with patients and their environment.
8. HEALTH AND SAFETY / RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all
times with the Leeds Teaching Hospitals NHS Trust Policies, including Health
and Safety policies, in particular by following agreed security and safer
working procedures, and reporting incidents using the Trust Incident
Reporting system
9. EQUALITY AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient
or visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
10. TRAINING AND PERSONAL DEVELOPMENT
CONTINUOUS PROFESSIONAL DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
jobholder will undertake all mandatory training required for the role.
11. COMMUNICATION & WORKING
RELATIONSHIPS
The
post holder will be expected to establish, maintain and respect good working
relationships and communication with both internal and external
organisations, institutions and individuals with whom they come into contact,
including those associated with the specialty area and as appropriate within
the role. The post holder will be
expected to represent themselves and the service in a professional, courteous
and respectful manner at all times.
12. SPECIAL WORKING CONDITIONS
i) PHYSICAL EFFORT:
The
role requires a person able to work under pressure to meet deadlines and work
quickly and accurately. High level of
manual dexterity is required in order to use keyboard skills at the required
speed. The post holder would be
required to lift and move stationery items.
Boxes of reams of printer paper approx 12 kilos each require may
requiring moving on a weekly basis.
Prescription pads are delivered in boxes approximately 8 kilos on a
monthly basis.
ii) MENTAL EFFORT:
Various
degrees of concentration are required on a daily basis. Preparation of papers for meetings (prolonged). Minute taking (prolonged). Typing from a dictating machine
(frequent). Taking instruction on
specific matters (frequent). General
secretarial duties (frequent and prolonged).
Dealing with phone enquiries from staff and the general public
(frequent). Mental effort is
specifically important for arranging meetings.
iii)
EMOTIONAL EFFORT:
The
pressure of meeting deadlines and not being able to schedule meetings because
of diary commitments is stressful. (Frequently).
iv)
WORKING CONDITIONS:
Due
to limited space within the department, all admin staff have to share offices
with their colleagues. The temperature
in offices can vary on a daily The
post holder has to deal with a variety of personnel and visitors through the
department which can be distracting.
The admin office can receive direct enquiries for the department and
the post holder does occasionally have to deal with patients frustration
