Job summary
Women's Services are excited to offer a position within our Senior Management Admin team as a Departmental Secretary.
This post is a great opportunity for anyone looking to develop on their current Administration and Customer Service skills, with a desire to learn more about the NHS and services offered Women's Services - supporting patients from all walks of life.
Training in post will be a combination of 1:1 shadowing and online learning.
Hours to be worked Monday to Friday between 0800-1700.
- Interview Date: 10 December 2024
- 37 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
NO AGENCIES PLEASE
Main duties of the job
This position joins a small team that provide a range of support to Senior Management and Specialised positions in the Board for staff supporting patients for Gynaecology and Obstetric (Maternity) problems- therefore an enthusiastic person with an empathetic nature is sought.
We invite applications from candidates looking to work in a busy office environment, someone who is calm and focused with excellent computer skills. Due to the nature of the role, you must have evidencable organisational and time management skills.
As a team we are always looking to develop our processes to ensure we are up to date and efficient - therefore we welcome applications from those open to assisting in the development of departmental processes.
About us
Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
o Freeman Hospital
o Royal Victoria Infirmary (RVI)
o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
o Newcastle Dental Hospital
o Newcastle Fertility Centre
o Northern Centre for Cancer Care, North Cumbria
o Northern Genetics Service
o Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
You can expect to get involved with the following tasks with other ad hoc duties along the way:
- Room bookings
- Processing HR paperwork
- Arranging and minuting meetings
- Organising travel and catering
- Co-ordination of PALS/Complaints
- General admin - scanning, photocopying, taking calls, emails
- Arranging for Consultant and Locum payments
Job Purpose
- To provide comprehensive secretarial/administrative support to the Directorate Management Team, Specialist Midwives, Safeguarding Midwifery Team, Risk Management Team and Antenatal Screening Team
- Data entry/collation, extensive liaison with medical, Midwifery and Nursing staff in addition to other agencies
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
You can expect to get involved with the following tasks with other ad hoc duties along the way:
- Room bookings
- Processing HR paperwork
- Arranging and minuting meetings
- Organising travel and catering
- Co-ordination of PALS/Complaints
- General admin - scanning, photocopying, taking calls, emails
- Arranging for Consultant and Locum payments
Job Purpose
- To provide comprehensive secretarial/administrative support to the Directorate Management Team, Specialist Midwives, Safeguarding Midwifery Team, Risk Management Team and Antenatal Screening Team
- Data entry/collation, extensive liaison with medical, Midwifery and Nursing staff in addition to other agencies
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
Qualifications & Education
Essential
- NVQ level 3 business administration (or equivalent qualification in relevant area), or relevant experience
- English Language GCSE level to level 4 or above (A-C)
- RSA/OCR level 2/3 typing/word processing qualification or substantial experience in a secretarial role
Desirable
- Medical terminology knowledge - AMSPAR qualification or equivalent level experience
Knowledge & Experience
Essential
- Experience of working in a busy office environment
- Awareness of confidentiality
- Experience in filing/data input
- Experience in a secretarial role
- Considerable working knowledge of Microsoft Office programs
Desirable
- Experience of working within NHS environment
- Experience of working with NHS systems
Skills & Abilities
Essential
- Excellent communication skills
- Excellent organisational skills
- Excellent time management skills
- Ability to work with highly sensitive and confidential information
Person Specification
Qualifications & Education
Essential
- NVQ level 3 business administration (or equivalent qualification in relevant area), or relevant experience
- English Language GCSE level to level 4 or above (A-C)
- RSA/OCR level 2/3 typing/word processing qualification or substantial experience in a secretarial role
Desirable
- Medical terminology knowledge - AMSPAR qualification or equivalent level experience
Knowledge & Experience
Essential
- Experience of working in a busy office environment
- Awareness of confidentiality
- Experience in filing/data input
- Experience in a secretarial role
- Considerable working knowledge of Microsoft Office programs
Desirable
- Experience of working within NHS environment
- Experience of working with NHS systems
Skills & Abilities
Essential
- Excellent communication skills
- Excellent organisational skills
- Excellent time management skills
- Ability to work with highly sensitive and confidential information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
