Job summary
The successful candidates will provide an administration service for Wards based at Wotton Lawn Hospital, Gloucester.
- Wotton Lawn Hospital is an 88 bed Acute Mental Health Hospital situated near the centre of Gloucester and provides inpatient services for the county of Gloucestershire.
- The Hospital has four admission wards, a Nurse ledPsychiatric Intensive Care Unit (PICU)and a Low Secure Unit (LSU). Service Users are supported by a variety of healthcare workers including Nurses, Doctors and Allied Health Professionals including Psychologists, Art, Physio, Occupational and Sports Exercise therapists.
- Wotton Lawn Walkthrough.mp4
Main duties of the job
The role of ward secretary is diverse and involves day to day management of the ward admin, ensuring that paperwork required by the ward manager, ward staff and medics is available when required, working as part of a wider admin team and providing cover when necessary.
The post holder will work closely within a multi-disciplinary team to provide administrative and secretarial support on a clinical inpatient ward setting in accordance with the requirements of the service as led by the Ward staff. You will project the professional image of the business through demonstrating excellent customer care in all activities.
The post holders will be expected to efficiently manage their own workload on a day-to-day basis and act independently to action and prioritise work to meet deadlines.
The post holder will adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales and be responsible for a number of office systems including ordering stationery, petty cash, payment of invoices and fax/photocopier control. You will ensure that confidentiality is maintained at all times.
The successful candidate must possess excellent organisational and interpersonal skills, and have relevant recent Secretarial experience. They will be qualified to GCSE level and have a good understanding of MS Office. An ECDL and an administrative/secretarial qualification at level 2 and hold an RSA typing qualification is desirable.
About us
At Gloucestershire Health and Care NHS Foundation Trust, we are supportive of the people we care for in the community and aim to provide a fully responsive service to everyone who needs it. This is the same approach we take for our employees. We look to value the skills and experiences of those we work with, whether they are service users, carers, families or those looking to work with us.
Gloucestershire Health and Care NHS Foundation Trust is part of the NHS. We treat NHS patients according to NHS principles and standards. The difference is the Trust is accountable to local people, rather than to Government, and so we are able to work closely with our community to develop services in the way that best suits the needs of local people.
Our Staff Survey results showed people at our Trust feel they are engaged, part of a team and work for a compassionate and inclusive organisation.
Our overall scores were better than average in eight of nine themes and level in one - the best overall results for a community, mental health and learning disabilities Trust in the south west and first equal amongst all sector NHS providers within the region too.
Job description
Job responsibilities
Gloucestershire Health and Care is committed to embedding and providing personalised care through all of its services as part of our high-quality care strategy. The purpose of personalised care is to empower people to lead the lives they want to live. Personalised care starts with a conversation with people about what matters to them. It builds on what people can do, as well as addressing their health needs. Including new ways of working and delivering care, emphasising that we need to make effective use of the full range of our peoples skills and experience to deliver the best possible patient care. So we want to know What Matters to You and that you will share our values and join us on this very important journey.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
Please refer to the Additional Information attachment before submitting your application.
Job description
Job responsibilities
Gloucestershire Health and Care is committed to embedding and providing personalised care through all of its services as part of our high-quality care strategy. The purpose of personalised care is to empower people to lead the lives they want to live. Personalised care starts with a conversation with people about what matters to them. It builds on what people can do, as well as addressing their health needs. Including new ways of working and delivering care, emphasising that we need to make effective use of the full range of our peoples skills and experience to deliver the best possible patient care. So we want to know What Matters to You and that you will share our values and join us on this very important journey.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
Please refer to the Additional Information attachment before submitting your application.
Person Specification
QUALIFICATIONS
Essential
- GCSE's or Equivalent Good literacy and numeracy skills
- NVQ Level 1 in administration
Desirable
- European Computer Driving Licence (ECDL) or equivalent
LENGTH AND / OR NATURE OF EXPERIENCE
Essential
- Substantial Admin/Secretarial experience, working with limited or no direct supervision in a busy office environment
- Previous experience of using software packages such as Microsoft Office i.e. Word, Excel, PowerPoint, Outlook
- Experience of Data Inputting and Retrieval
- Experience of maintaining a comprehensive filing system
- Experience of preparation of agendas, taking and distribution of minutes
- Experience of setting up and monitoring manual and electronic systems and processes
- Good understanding of Health and Safety and risk awareness
- Understanding of the need to maintain confidentiality and exercise judgement when dealing with sensitive information
Desirable
- Previous experience in an inpatient hospital environment or NHS
- Previous experience of using a telephone switchboard
- Knowledge of managing patient property, assisting with patient's personal finances, withdrawal of cash etc.
- Knowledge of bespoke patient personal data management systems, e.g. PAS, RIO
- Basic understanding of the Mental Health Act, legal procedures and documentation
- Knowledge of purchasing and stock control procedures
Person Specification
QUALIFICATIONS
Essential
- GCSE's or Equivalent Good literacy and numeracy skills
- NVQ Level 1 in administration
Desirable
- European Computer Driving Licence (ECDL) or equivalent
LENGTH AND / OR NATURE OF EXPERIENCE
Essential
- Substantial Admin/Secretarial experience, working with limited or no direct supervision in a busy office environment
- Previous experience of using software packages such as Microsoft Office i.e. Word, Excel, PowerPoint, Outlook
- Experience of Data Inputting and Retrieval
- Experience of maintaining a comprehensive filing system
- Experience of preparation of agendas, taking and distribution of minutes
- Experience of setting up and monitoring manual and electronic systems and processes
- Good understanding of Health and Safety and risk awareness
- Understanding of the need to maintain confidentiality and exercise judgement when dealing with sensitive information
Desirable
- Previous experience in an inpatient hospital environment or NHS
- Previous experience of using a telephone switchboard
- Knowledge of managing patient property, assisting with patient's personal finances, withdrawal of cash etc.
- Knowledge of bespoke patient personal data management systems, e.g. PAS, RIO
- Basic understanding of the Mental Health Act, legal procedures and documentation
- Knowledge of purchasing and stock control procedures
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).
