Job summary
Wotton Lawn Hospital is a 88 bed Acute Mental Health Hospital situated near the centre of Gloucester and provides inpatient services for the county of Gloucestershire.
The Hospital has 5 admission wards. 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.
The successful candidates will provide an administration service for Wards based at Wotton Lawn Hospital, Gloucester.
Wotton Lawn Hospital tour - YouTube/ https://www.youtube.com/watch?v=mCRZnAPdSx8
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.
You will work closely within a multi-disciplinary team to provide administrative and secretarial support across two clinical inpatient ward settings in accordance with the requirements of the service as led by admin managers and the Ward staff. You will project the professional image of the business through demonstrating excellent customer care in all activities.
You will be expected to efficiently manage their own workload on a day-to-day basis, work with their job share colleagues and act independently to action and prioritise work to meet deadlines.
You 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 petty cash, payment of invoices and photocopier control. You will ensure that confidentiality is maintained at all times.
You 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 administrative/secretarial qualification at level 2 and hold an RSA typing qualification is desirable.
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
Communicating effectively with a wide range of people including colleagues, Managers and members of the public, ensuring at all times that a professional approach is presented
Transferring internal and external calls, faxes, mail and emails and taking messages, ensuring that all issues are actioned or passed on and followed up in a timely manner
To be responsible for a number of office systems including ordering stationery, ward stores and clinical supplies and the administration of petty cash
Using Microsoft office applications to produce letters, reports spreadsheets, emails etc to a high standard
Using Patient Administration Systems, i.e. RIO, PAS, stock ordering systems etc
Ensuring that all departmental spreadsheets and Information Systems are accurate and are kept up to date
Prioritise own workload, organising work to meet priorities and highlighting to appropriate colleagues when potential problems may occur
Keep all files, systems, and paperwork up to date in line with departmental procedures, highlighting any difficulties or potential issues to line manager
Ensure all paperwork is filed or shredded promptly and securely
Carrying out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and documents, etc
Actively participating in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager
Attending professional meetings and recording relevant notes from live discussion.
As far as possible within own role, ensure a professional, proactive service is provided to customers, including helping as far as possible with the absence of colleagues to deal with enquiries and avoid potential problems
Undertake other support functions as requested by the Manager
Acts in ways that support equality and value diversity. Treat everyone with whom you come in contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
Job description
Job responsibilities
Communicating effectively with a wide range of people including colleagues, Managers and members of the public, ensuring at all times that a professional approach is presented
Transferring internal and external calls, faxes, mail and emails and taking messages, ensuring that all issues are actioned or passed on and followed up in a timely manner
To be responsible for a number of office systems including ordering stationery, ward stores and clinical supplies and the administration of petty cash
Using Microsoft office applications to produce letters, reports spreadsheets, emails etc to a high standard
Using Patient Administration Systems, i.e. RIO, PAS, stock ordering systems etc
Ensuring that all departmental spreadsheets and Information Systems are accurate and are kept up to date
Prioritise own workload, organising work to meet priorities and highlighting to appropriate colleagues when potential problems may occur
Keep all files, systems, and paperwork up to date in line with departmental procedures, highlighting any difficulties or potential issues to line manager
Ensure all paperwork is filed or shredded promptly and securely
Carrying out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and documents, etc
Actively participating in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager
Attending professional meetings and recording relevant notes from live discussion.
As far as possible within own role, ensure a professional, proactive service is provided to customers, including helping as far as possible with the absence of colleagues to deal with enquiries and avoid potential problems
Undertake other support functions as requested by the Manager
Acts in ways that support equality and value diversity. Treat everyone with whom you come in contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
Person Specification
QUALIFICATIONS
Essential
- GCSE level education or equivalent (Literacy & Numeracy)
- OCR/RSA III, QCF/NVQ Level 2 Business Administration or equivalent
- 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 level education or equivalent (Literacy & Numeracy)
- OCR/RSA III, QCF/NVQ Level 2 Business Administration or equivalent
- 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.
