Job summary
To provide an efficient, high quality administrative/secretarial support to consultants, service managers and other members of the multidisciplinary team within of CNWL's Sexual Health and HIV Services.
This post requires technical skills where a high degree of customer care is required and the ability to deal sensitively and politely with anxious, emotionally stressed, vulnerable and challenging clients. The post holder will be required to minute high level meetings with great accuracy, ensuring all the relevant papers are available and up to date. The post holder will be responsible for ordering supplies and purchase order requisitions within their work area and beyond. The post holder will be required to be a cashier for patient remuneration within the Sexual Health and HIV services.
Main duties of the job
To communicate face to face and via the telephone with patients, members of the public and staff in a friendly, professional and courteous manner and advise them on clinic procedure/taking messages as appropriate
To provide admin and Personal Assistance support for Consultants, Service Managers and other members of the multidisciplinary team as requested by the Business and Infrastructure Manager
To arrange meetings, book rooms, organise agendas, diaries and take minutes . To help prepare presentations as requested.
To receive callers to the department and ensure that they are dealt with in a courteous and appropriate manner.
To ensure that all client queries concerning administrative arrangements are dealt with appropriately and sensitively. To book patient appointments.
To produce documents as necessary e.g. letters, medical/legal and other reports, audit documents and client information documents by word processor and audio equipment. To issue petty cash to clients where require
About us
It is the aim of the Trust to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, sexual orientation, marital/partnership status, race, religion, age, creed, colour, ethnic origin, disability, part time working status and real or suspected HIV/AIDS status and is not placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end the Trust has a Valuing Diversity in the Workplace Policy and it is for each employee to contribute to its success. As a member of staff you have a personal responsibility to ensure and to support equality and value diversity. This means that you ensure that you do not discriminate, harass or bully or contribute to discrimination, harassment or bullying of a colleague, visitors or service users or condone discrimination, harassment or bullying by others. In addition, if you are a team leader, manager or director, you have a personal responsibility to promote and develop a culture that promotes equality and values diversity.
Job description
Job responsibilities
To communicate face to face and via the telephone with patients, members of the public and staff in a friendly, professional and courteous manner and advise them on clinic procedure/taking messages as appropriate
To provide admin and Personal Assistance support for Consultants, Service Managers and other members of the multidisciplinary team as requested by the Business and Infrastructure Manager
To arrange meetings, book rooms, organise agendas, diaries and take minutes . To help prepare presentations as requested.
To receive callers to the department and ensure that they are dealt with in a courteous and appropriate manner.
To ensure that all client queries concerning administrative arrangements are dealt with appropriately and sensitively. To book patient appointments.
To produce documents as necessary e.g. letters, medical/legal and other reports, audit documents and client information documents by word processor and audio equipment.
To issue petty cash to clients where required
To carry out any general office duties, such as faxing, scanning, photocopying/filing. To locate historical notes and obtain test results as required
To attend monthly multi-disciplinary meeting / other weekly meetings as requested by the Business and Infrastructure manager . To support and adapt to any changes that are implemented to improve the service.
To mentor new members of staff and support temporary staff in your team
To assist in Subject Access Requests (SARs) in conjunction with Reception Managers and senior clinical staff
To provide cover for other members of the Secretarial team in periods of annual leave and sickness including Medical Secretaries based at either CNWL Sexual Health site
To order supplies using the departmental SBS system
Take part in annual appraisal and regular supervision with line manager.
To keep up to date with mandatory training.
To undertake any other duties requested by the management team as can reasonably be deemed appropriate to this grade and post.
Job description
Job responsibilities
To communicate face to face and via the telephone with patients, members of the public and staff in a friendly, professional and courteous manner and advise them on clinic procedure/taking messages as appropriate
To provide admin and Personal Assistance support for Consultants, Service Managers and other members of the multidisciplinary team as requested by the Business and Infrastructure Manager
To arrange meetings, book rooms, organise agendas, diaries and take minutes . To help prepare presentations as requested.
To receive callers to the department and ensure that they are dealt with in a courteous and appropriate manner.
To ensure that all client queries concerning administrative arrangements are dealt with appropriately and sensitively. To book patient appointments.
To produce documents as necessary e.g. letters, medical/legal and other reports, audit documents and client information documents by word processor and audio equipment.
To issue petty cash to clients where required
To carry out any general office duties, such as faxing, scanning, photocopying/filing. To locate historical notes and obtain test results as required
To attend monthly multi-disciplinary meeting / other weekly meetings as requested by the Business and Infrastructure manager . To support and adapt to any changes that are implemented to improve the service.
To mentor new members of staff and support temporary staff in your team
To assist in Subject Access Requests (SARs) in conjunction with Reception Managers and senior clinical staff
To provide cover for other members of the Secretarial team in periods of annual leave and sickness including Medical Secretaries based at either CNWL Sexual Health site
To order supplies using the departmental SBS system
Take part in annual appraisal and regular supervision with line manager.
To keep up to date with mandatory training.
To undertake any other duties requested by the management team as can reasonably be deemed appropriate to this grade and post.
Person Specification
Education
Essential
- Educated to GCSE grade C or above in maths /English or ECDL /RSA or equivalent
Experience
Essential
- Office duties, including telephone work and dealing with patients/customers face to face.
- General clerical and administration experience
- To have worked as part of a multidisciplinary team
- Microsoft Office
Desirable
- To have worked in NHS outpatients setting
Person Specification
Education
Essential
- Educated to GCSE grade C or above in maths /English or ECDL /RSA or equivalent
Experience
Essential
- Office duties, including telephone work and dealing with patients/customers face to face.
- General clerical and administration experience
- To have worked as part of a multidisciplinary team
- Microsoft Office
Desirable
- To have worked in NHS outpatients setting
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).
