Job responsibilities
KNOWLEDGE,
SKILLS AND EXPERIENCE REQUIRED
Knowledge
An ability to effectively implement,
and reinforce where necessary, Trust
and departmental policies, protocols and procedures.
An ability to provide non-clinical
advice and information to others, as required, eg colleagues, patients and
their families.
Appreciation of clinical/operational
areas that the service area interacts with.
Application of data protection and
copyright laws and their affects on the service.
Understand the aims and application
of local and national standards of care e.g. Patient Charter.
An understanding of the relationship
and impact on the service of a range of IT applications e.g. PAS.
Skills
Excellent organisational skills with
the ability to work both independently and as part of a team.
Must have effective supervisory
skills, be highly motivated and lead by example to motivate other team
members.
Prioritise own workload and that of
the team, achieving required standards and deadlines.
Able to train secretarial and
administrative staff, including temporary staff, as required and to monitor
progress on a continuing basis.
Able to accurately transcribe
complicated/complex and sensitive notes/tapes and type complicated
information, eg letters, reports, patient notes, while frequently
interrupted.
Highly developed interpersonal skills
with the ability to deal effectively with confidential, sensitive or
contentious information eg with staff members, patients and health
professionals, within the Trust and externally.
An ability to exercise judgement when
dealing with enquiries to evaluate the situation and resolve problems,
escalating those outside of your remit.
The ability to cope with the
sometimes distressing and emotional nature of the work when dealing with
situations requiring sensitivity, eg involving colleagues or patients and
their families.
To be adaptable and flexible.
Must be tactful and diplomatic.
Appropriate typing/IT qualification
or equivalent.
Experience
Significant experience at
supervisory/senior secretary/administrator level in a health care
environment.
An excellent knowledge of managerial
procedures and protocols.
A well developed understanding and
knowledge of office based procedures/ systems gained over a significant
period to enable implementation and appropriate training of the
secretarial/clerical team.
Interpretation and analysis of
reports, databases and spreadsheet information.
Well developed knowledge and
experience of using a variety of IT applications in a Windows based
environment.
Working in a customer focussed
environment.
Qualifications
GCSE (or equivalent) English Language
grade C or above.
RSA3 typing/word processing or
equivalent.
European Computer Driving Licence
(ECDL).
the following are core values which relate specifically to this post:
Commitment to providing a high
standard of efficient office practice ensuring a quality service is provided.
Demonstrate a customer focused
approach to role, responsibilities and duties.
Professional and flexible approach
and attitude to work and working practices.
Maintain confidentiality.
Commitment to personal development
and development of others.
Recognise the aims and intentions of
the NHS initiatives and directives such as the Patients Charter and ensure
that these are followed in working practice.
Commitment to working as part of a
multi-disciplinary team.
Honesty, integrity and discretion.
Non judgemental.
7. CORE BEHAVIOURS AND SKILLS
Commitment to ensuring work is
completed and targets met within the timescales dictated by the NHS and Trust
protocols.
Communicate sensitively, effectively
and exercise judgment when dealing with others.
Respect the privacy, dignity,
religious and cultural beliefs of others.
Effective supervisory/managerial
skills.
Able to analyse and resolve problems
with staff.
Implement new working
practices/processes.
Flexibility in work and workload and
ability to prioritise.
Ability to work effectively under
pressure and achieve deadlines.
Effective communication skills,
verbal and written, at all levels.
Ability to work within departmental,
Trust and NHS processes and protocols.
Seek to develop and improve services.
Demonstrate a commitment to team
working.
Demonstrate integrity and respect
confidentiality.
8. CORE KNOWLEDGE AND UNDERSTANDING
An understanding of Trust and
National standards/targets applicable to the service area.
An excellent knowledge of a
supervisory/senior secretary or administrative role.
The post holder should be familiar
with the Trusts recruitment processes, staff development and training, data
protection and copyright laws.
Clear knowledge/understanding of
terminology applicable to the service area.
An understanding and appreciation of
complimentary service areas/functions.
Well developed knowledge and
experience of operating and utilising information systems, software
applications and office equipment.
Aware of the Data Protection Act and
appropriate care of information
Have achieved a good standard of
general education with qualifications and experience pertinent to the role.
9. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
Work closely with the Departmental
team, clerical, secretarial and other Trust staff to ensure the delivery of a
co-ordinated and consistent operational management service.
Support the work of the wider team by
involvement in the establishment, review and monitoring of practice and
office systems.
Respond to written and telephone
enquiries and personal callers in a polite and helpful manner, prioritising
messages and taking responsibility for any follow-up actions.
Be responsible for implementing and
reviewing policies and procedures in the department.
Assist in the recruitment of
permanent members of staff including short listing, interview and
pre-employment checks.
Assist in the recruitment of
temporary staff.
Carry out induction and mentoring for
new and temporary staff as required.
Training of all permanent and
temporary secretarial and administrative staff, in general office practices
and procedures, checking their work and allocating work to ensure the most
urgent work is given priority.
Monitor annual leave and flexible
working hours records, reconciling leave booked with leave taken and
resolving any anomalies.
Monitor and record sick leave,
completing employees statement of sickness and carrying out return to work
interviews where appropriate.
Produce and maintain monthly
attendance records electronically for the salaries and wages department.
Be responsible for holding
departmental staff meetings including team briefing.
Be responsible for office
reorganisation when necessary.
Carry out annual risk assessment of
offices and work stations and monitor on a continual basis.
The Trust requires that all members
of staff are appraised and have a Personal Development Plan review on a
yearly basis and the post holder will be responsible for the appraisals and
PDPs for the allocated team members.
Monitor and ensure fire lecture
attendance.
As the authorised signatory, be
responsible for stock control, stock and non-stock ordering and ensure that
arrangements are made for all faulty equipment to be repaired in a timely
manner.
As the authorised signatory be
responsible for the departmental Trust fund, e.g. receiving and depositing
donations, applying to Charitable Funding for release of monies.
Correlate, prepare and present
departmental statistics on a regular and ad hoc basis.
Draft standard letters on behalf of
the Department for appropriate checking and signing.
Receive sensitive and complex
reports/documents for transcribing.
Receive, find and file
correspondence/reports, which may include X Rays, test/investigation results,
in a timely manner, escalating the issue or liaising with senior colleagues
as appropriate.
Compile and collate data from various
sources, including assembling information as required.
Develop databases and spreadsheets,
inputting and reporting from these on a regular and ad hoc basis. This may include preparation of PowerPoint
presentations.
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 safe working
procedures, and reporting incidents using the trust incident reporting
system.
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.
Equality
and Diversity
The
post holder must co-operate with all policies and procedures designed to
ensure equality of employment.
Co-workers, patients and visitors must be treated equally irrespective
of gender, ethnic origin, age, disability, sexual orientation, religion etc.
Patient
and Public Involvement
The
Trust has a statutory duty to involve patients and public in evaluating and
planning services. All staff have a
responsibility to listen to the views of patients and to contribute to
service improvements based on patient feedback.
