Job summary
An
opportunity has arisen for an enthusiastic and motivated individual to become a
valued member of our secretarial team in the Department of Cellular Pathology.
This is a full time, permanent post, however part-time or job share may be
considered.
The
post holder will provide a comprehensive administrative/secretarial service to
support the department, working as part of a team of secretaries in a dynamic
and fast paced environment.
You
must be able to work flexibly and be able to adapt to the changing demands
within the team, and communicate sensitively and effectively with a wide range
of people.
You
will require strong IT skills together with highly developed interpersonal,
excellent organisation skills and the ability to deal with a number of
sensitive issues in a confidential manner.
Excellent
keyboard, audio typing and data entry skills, coupled with a commitment to
accuracy are essential for this post. Knowledge of medical terminology and
previous clerical experience would be advantageous.
The
ability to work on your own initiative and as an integral part of a team is
essential. Working in a busy environment you should be able to meet deadlines
whilst showing great attention to detail.
Primarily
based in the Bexley Wing at St Jamess Hospital there may be a requirement for
cross site cover to meet service demands.
Main duties of the job
The
post holder will be part of a team of secretaries providing administrative and
secretarial support to the Cellular Pathology Department.
Main
duties include typing of histopathology reports, MDT preparation, answering
email/telephone enquiries, organising office mail, assisting with the
organisation of meetings, booking in cases onto the departmental computers
system and other general office duties. The department provides a laboratory
service to Leeds General Infirmary, St Jamess Hospital, General Practitioners
and other hospitals in the area.
The
post holder will need to communicate sensitively and effectively with a wide
range of people including colleagues, medical staff and the wider
multi-disciplinary team understanding the imperative need for confidentiality
and discretion.
About us
The
department provides the Histopathology service for the Trust as well as
providing Andrology, Immunohistochemistry, Muscle, Molecular, Non Gynae
Cytology, and Mortuary services for Leeds Teaching Hospitals Trust.
We
process circa 58,000 surgical, 6000 non-gynaecological cytology and 2,000
autopsy cases per annum and are accredited by UKAS to ISO15189 standards.
We
are a continually improving department, striving for high quality staff and
processes. As a training hospital we serve to expand the knowledge and skills
of all grades of staff.
As
a department we are committed to delivering a high quality secretarial and
administrative service in a positive working environment. All members of this
team are expected to work flexibly and collaboratively in a team situation, and
continue to further their professional development.
We
endeavour to follow 'The Leeds Way' at all times, and our focus is to put the
patient first at all times.
Leeds Teaching Hospitals is committed to our process
of redeploying 'at risk' members of our existing workforce to new roles. As such,
all our job adverts are subject to this policy and we reserve the right to
close, delay or remove adverts while this process is completed. If you do
experience a delay in the shortlisting stage of the recruitment cycle, please
bear with us while this process is completed, and contact the named contact if
you have any questions.
Job description
Job responsibilities
JOB
DIMENSIONS
As
a Departmental Secretary you will be part of a team of secretaries providing
administrative and secretarial support to the Cellular Pathology
Department. Any member of the Department
may ask for help with administrative tasks and the secretaries help out where
possible.
KNOWLEDGE,
SKILLS AND EXPERIENCE REQUIRED
It
is essential that the post holder:
Holds OCR/RSA Level 2 (or equivalent)
in word processing or text processing
Has experience of using word
processing software and presentation software
Is reliable and has a professional
attitude
Has excellent written and oral
communication skills
Has an excellent telephone manner
Is able to work flexibly
Has experience of audio typing
It
is desirable that the post holder:
Has significant experience of working
in an office
Has five GCSEs or equivalent,
including maths and English
Can use spreadsheet and database
software
Has a knowledge of the NHS
environment
Holds the European Computer Driving
Licence
Can use his/her initiative when
dealing with problems or queries.
CORE
BEHAVIOURS AND SKILLS
Directorate processes and procedures
are followed
CORE
KNOWLEDGE AND UNDERSTANDING
Understanding of the need for
confidentiality and discretion
Understanding of the need to act
professionally at all times
Understanding of the NHS and the
organisation would be desirable
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 is not exhaustive and the changing needs of the service from time to time
may require the development of other appropriate tasks and skills. These will
be fully discussed with the post holder in advance of their
implementation.
In
addition the Trust requires compliance with a number of corporate policies and
procedures. These policies will be discussed with your line manager during your
period of induction and further information is available from the Trusts
intranet site.
Job description
Job responsibilities
JOB
DIMENSIONS
As
a Departmental Secretary you will be part of a team of secretaries providing
administrative and secretarial support to the Cellular Pathology
Department. Any member of the Department
may ask for help with administrative tasks and the secretaries help out where
possible.
KNOWLEDGE,
SKILLS AND EXPERIENCE REQUIRED
It
is essential that the post holder:
Holds OCR/RSA Level 2 (or equivalent)
in word processing or text processing
Has experience of using word
processing software and presentation software
Is reliable and has a professional
attitude
Has excellent written and oral
communication skills
Has an excellent telephone manner
Is able to work flexibly
Has experience of audio typing
It
is desirable that the post holder:
Has significant experience of working
in an office
Has five GCSEs or equivalent,
including maths and English
Can use spreadsheet and database
software
Has a knowledge of the NHS
environment
Holds the European Computer Driving
Licence
Can use his/her initiative when
dealing with problems or queries.
CORE
BEHAVIOURS AND SKILLS
Directorate processes and procedures
are followed
CORE
KNOWLEDGE AND UNDERSTANDING
Understanding of the need for
confidentiality and discretion
Understanding of the need to act
professionally at all times
Understanding of the NHS and the
organisation would be desirable
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 is not exhaustive and the changing needs of the service from time to time
may require the development of other appropriate tasks and skills. These will
be fully discussed with the post holder in advance of their
implementation.
In
addition the Trust requires compliance with a number of corporate policies and
procedures. These policies will be discussed with your line manager during your
period of induction and further information is available from the Trusts
intranet site.
Person Specification
Qualifications
Essential
- 5 GCSEs including Englilsh and Maths
- OCR/RSA Level 2 (or equivalent) in word processing or typing
Experience
Essential
- Administrative/secretarial experience
- IT literate
Skills and Behaviours
Essential
- Experience of keyboard and word processing
- Effective oral and written communication skills
- Good Organisational skills
- Ability to work accurately flexibly
- Good Attention to detail
Person Specification
Qualifications
Essential
- 5 GCSEs including Englilsh and Maths
- OCR/RSA Level 2 (or equivalent) in word processing or typing
Experience
Essential
- Administrative/secretarial experience
- IT literate
Skills and Behaviours
Essential
- Experience of keyboard and word processing
- Effective oral and written communication skills
- Good Organisational skills
- Ability to work accurately flexibly
- Good Attention to detail
