Job summary
We are looking for an experienced professional to lead our growing secretarial team. You should have established experience in the secretarial field as you will also have your own workload, but also lead the existing and newly recruited team members.
o Follow the Delivering Performance process for their teams, consider training and development requirements.
o Support the clinical leadership team for sleep medicine, NIV and physiology with their administration requirements
o Report directly to the Band 5 operations manager for sleep medicine, NIV and physiology and participate in acting up in their absence in collaboration with the Band 4 senior administrator.
o Support and develop an effective induction process.
o Co-ordinate team leave, using Healthroster, and ensure appropriate service cover is maintained.
o Manage and monitor sickness absence of their team, reporting as necessary to Human Resources, Payroll and senior management.
o Manage the recruitment, selection and induction processes for new staff, carry out appraisals ensuring policies and procedures are followed.
o Ensuring effective communication through regular team meetings.
o Monitor the work environment to meet health and safety standards and recommend areas of improvement.
o Manage order and monitor all equipment and supplies within the department considering budgetary guidelines.
Main duties of the job
o Act as first point of contact on behalf of the Nurses, Healthcare Scientists and the Trust and deal effectively and courteously with all enquiries from GP's, patients, other departments within the Trust and all other departments.
o Assess all enquiries and deal with effectively and respond appropriately.
o Act as key point of contact for health service employees at all levels, both within the Trust and outside agencies.
o Transcribe from audio, copy type or shorthand (where appropriate), all clinical letters and other correspondence as required by the Nurses and team, ensuring layout, spelling, grammar and punctuation is consistent.
o Maintain a filing system that facilitates the effective running of the department.
o Attend meetings as requested, taking minutes as appropriate.
o Maintain secretarial procedure for department.
o To provide cover for MDTs during periods sickness or Annual leave.
o Organise own work schedule, adapt the schedule as required to meet commitments to others within the agreed timescales and, where this is not achievable, give notification promptly with reasons to line manager.
o Provide support to other members of the secretarial team and cross-cover during periods of annual or sick leave as required.
o Opening of post, prioritising and passing on as appropriately. Drafting responses to routine enquiries as appropriate.
About us
We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference'. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day.
Please note that if you require a Certificate of Sponsorship to work in the UK you must declare this on your application form, even if you currently have a certificate of sponsorship or a work permit for another role and are already working in the country.
Job description
Job responsibilities
Process referral letters ensuring the Nurses and Healthcare Scientists assess these for urgency.
Make appointments as appropriate, in line with government and local targets. Where this is not achievable, give notification promptly to line manager.
File investigation results in appropriate health records and draw initiating doctors or practitioners attention to all incoming results, prioritising those which may require urgent clinical input.
Undertake other clerical duties to ensure the smooth running of the office, including sorting post, photocopying, sending and receiving facsimiles, answering telephone calls and dealing with enquiries, redirecting and relaying information as necessary.
Work collaboratively with the Band 4 senior administrator and Band operations manager to sustain a strategy for validation of of patient target lists, No Outcome reports and reports relating to patient pathways.
Provide PA support to clinical teams, diary management, arranging meetings, registering and organising conference & study day attendance.
Assist in Coordinating Audits and validation for best practice.
Collation of tests, diagnostics and results before patients attend outpatients. E.g complex sleep consultations
Job description
Job responsibilities
Process referral letters ensuring the Nurses and Healthcare Scientists assess these for urgency.
Make appointments as appropriate, in line with government and local targets. Where this is not achievable, give notification promptly to line manager.
File investigation results in appropriate health records and draw initiating doctors or practitioners attention to all incoming results, prioritising those which may require urgent clinical input.
Undertake other clerical duties to ensure the smooth running of the office, including sorting post, photocopying, sending and receiving facsimiles, answering telephone calls and dealing with enquiries, redirecting and relaying information as necessary.
Work collaboratively with the Band 4 senior administrator and Band operations manager to sustain a strategy for validation of of patient target lists, No Outcome reports and reports relating to patient pathways.
Provide PA support to clinical teams, diary management, arranging meetings, registering and organising conference & study day attendance.
Assist in Coordinating Audits and validation for best practice.
Collation of tests, diagnostics and results before patients attend outpatients. E.g complex sleep consultations
Person Specification
Qualifications
Essential
- Computer literate including Word and Excel GCSE A - C - English or equivalent RSA level 3 or equivalent
Desirable
- Medical secretary qualification. Minute taking qualification. RSA level 3 (or equivalent) NVQ 2
Skills
Essential
- Experience of a range of work procedures and practice, majority non-routine
- Contributing to the design and development of standard reports
- Able to prioritise workload and meet deadlines and use own initiative
- Able to communicate with, co-ordinate and liaise with a multidisciplinary team
- Able to make judgements involving a range of facts, that require analysis
- Ability to organise a number of complex activities including formulation and adjustment of plans.
- Able to communicate routine information but understanding barriers to communication and imparting occasional sensitive information
Desirable
- Previous NHS/medical secretary experience.
- Experience of recruitment, appraisal and performance management
- Previous experience working within a busy administrative environment
- Basic knowledge of Excel
GOVERNANCE
Essential
- Contributing to the design and development of standard reports
- Ability to implement policies and procedures for own team and propose changes
Person Specification
Qualifications
Essential
- Computer literate including Word and Excel GCSE A - C - English or equivalent RSA level 3 or equivalent
Desirable
- Medical secretary qualification. Minute taking qualification. RSA level 3 (or equivalent) NVQ 2
Skills
Essential
- Experience of a range of work procedures and practice, majority non-routine
- Contributing to the design and development of standard reports
- Able to prioritise workload and meet deadlines and use own initiative
- Able to communicate with, co-ordinate and liaise with a multidisciplinary team
- Able to make judgements involving a range of facts, that require analysis
- Ability to organise a number of complex activities including formulation and adjustment of plans.
- Able to communicate routine information but understanding barriers to communication and imparting occasional sensitive information
Desirable
- Previous NHS/medical secretary experience.
- Experience of recruitment, appraisal and performance management
- Previous experience working within a busy administrative environment
- Basic knowledge of Excel
GOVERNANCE
Essential
- Contributing to the design and development of standard reports
- Ability to implement policies and procedures for own team and propose changes
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).
