Job summary
Do you love being at the heart of the action? Enjoy helping people, staying organised and making each day count? If you're looking to kick-start a rewarding NHS career full of variety, pace and purpose, this Band 3 Secretary role in Integrated Therapies could be perfect for you.
You'll join a warm, supportive team and play a key role in a busy Directorate, working closely with the Directorate Manager and Operational Leads. It's a fantastic chance to grow your confidence and gain skills that open doors across the NHS.
You'll gain hands-on experience in:
- Meeting & Governance Support: agendas, minutes and action tracking
- Diary & Information Management: organising schedules and confidential information
- Data & Report Preparation: collating documents, reports and audit material
- General Office Management: stock ordering, filing systems, supplies
- Service Coordination: supporting patients and clinicians, handling enquiries
- Systems Experience: PAS, Envoy, Clio, Microsoft Office, SharePoint
- Cross-Cover & Patient Booking Support: helping colleagues, managing bookings and waiting lists
No two days look the same. One moment you'll be supporting senior meetings; the next, coordinating clinics, updating records or helping the team deliver great care.
This role is friendly, varied and full of opportunity -- the perfect place to build a strong foundation for your future NHS career. We'd love to welcome you to the team
Main duties of the job
Provide a confidential and comprehensive secretarial service and to undertake a full range of administrative duties to support the Directorate Manager and Integrated Therapies Directorate.
Prioritise own work and make judgements in relation to, for example, resolving conflicting diary appointments and/or meeting arrangements.
Prioritise own work commitments on a day-to-day basis, and support the planning of the Directorate Managers diary maintenance, meetings and schedules.
Undertake all meeting preparation and support including preparation of agendas and supporting papers; note taking and action planning; distribution of notes and follow up of actions and all other housekeeping tasks associated with services governance structures.
Undertake the ordering of stock and supplies, managing the stock inventory and stock storage.
To be conversant with all of the services offered within the Business Group.
Carry out admin procedures in relation to managing outpatient waiting lists, clinic booking and domiciliary appointments. This includes booking through the PAS system, Envoy, Clio, telephoning patients, writing patient letters, and processing clinic outcomes.
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
Benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance - for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union- for local financial advice
Job description
Job responsibilities
To undertake all meeting preparation and support including preparation of agendas and supporting papers; note taking and action planning; distribution of notes and follow up of actions and all other housekeeping tasks associated with services governance structures.
To demonstrate good organisational skills and have the ability to plan and undertake additional work as required.
To undertake duties delegated by management, using own initiative, and working without supervision.
To provide a courteous and diplomatic point for enquiries.
To maintain a total level of confidentiality and be able to understand and act on information.
To be familiar with a full range of clerical/secretarial tasks and undertake specific duties.
To offer cross-cover support within the inpatient therapies administration team.
The post holder may be required to work from any Stockport base according to the needs of the service.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require a Standard DBS check at a cost of £26.90. This cost will be deducted from your first Trust salary
In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16
Job description
Job responsibilities
To undertake all meeting preparation and support including preparation of agendas and supporting papers; note taking and action planning; distribution of notes and follow up of actions and all other housekeeping tasks associated with services governance structures.
To demonstrate good organisational skills and have the ability to plan and undertake additional work as required.
To undertake duties delegated by management, using own initiative, and working without supervision.
To provide a courteous and diplomatic point for enquiries.
To maintain a total level of confidentiality and be able to understand and act on information.
To be familiar with a full range of clerical/secretarial tasks and undertake specific duties.
To offer cross-cover support within the inpatient therapies administration team.
The post holder may be required to work from any Stockport base according to the needs of the service.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require a Standard DBS check at a cost of £26.90. This cost will be deducted from your first Trust salary
In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16
Person Specification
Work related Circumstances
Essential
- Due to the nature of the role, it is essential that applicants are able to travel independently across Stockport and have access to a suitable vehicle for business purposes. Where possible, adjustments can be considered in accordance with the Equality Act.
Education & Qualifications
Essential
- Educated to GCSE level or equivalent, or equivalent experience.
- Maths and English at C or above or equivalent, or equivalent experience
- Word processing and computer literacy skills to RSAIII or NVQ Level 3 or equivalent experience.
Knowledge
Essential
- Intermediate knowledge of all Microsoft Packages (Word, Excel, Access, PowerPoint, Sharepoint, Teams)
- Knowledge of a full range of administrative policies and procedures
- Knowledge of typical organisational policies and procedures relating to job requirements
Desirable
- NHS Background or a comprehensive understanding of the Trust and Therapy Services
Experience
Essential
- Working experience of general office and providing secretarial support duties for mangers
- Demonstrable experience of working with routine and urgent work in an administration and secretarial capacity
- Experience of meeting minutes, action logs, agenda, diary co-ordination and management for manager
- Proven experience of prioritising work and meeting deadlines
- Experience of creating excel spreadsheets and using data to create visualistions
- Experience in stock management and ordering supplies
- Experience of handling issues that are confidential
Desirable
- Experience in creating newsletters or posters using applications in Microsoft 365
- Experience in developing new or current databases using spreadsheets
Skills & Abilities
Essential
- Intermediate skills using Microsoft 365
- Ability to understand and prepare data & visualisations for reports
- Accuracy and experience in applying numeracy skills in the workplace eg ordering, stock management, cash flow, creating reports from data.
- Demonstrate experience and preferred methods to manage competing demands throughout the day
- Excellent skills using varying types of communication appropriate for different aspects of role eg distressed caller or planning events
- Ability to set up and manage paper records and electronic filing using consistent naming rules and folder structure
- Ability to work alone and make judgements within scope of role
Desirable
- Skills in using patient administration systems such as PAS, ENVOY, CLIO
Person Specification
Work related Circumstances
Essential
- Due to the nature of the role, it is essential that applicants are able to travel independently across Stockport and have access to a suitable vehicle for business purposes. Where possible, adjustments can be considered in accordance with the Equality Act.
Education & Qualifications
Essential
- Educated to GCSE level or equivalent, or equivalent experience.
- Maths and English at C or above or equivalent, or equivalent experience
- Word processing and computer literacy skills to RSAIII or NVQ Level 3 or equivalent experience.
Knowledge
Essential
- Intermediate knowledge of all Microsoft Packages (Word, Excel, Access, PowerPoint, Sharepoint, Teams)
- Knowledge of a full range of administrative policies and procedures
- Knowledge of typical organisational policies and procedures relating to job requirements
Desirable
- NHS Background or a comprehensive understanding of the Trust and Therapy Services
Experience
Essential
- Working experience of general office and providing secretarial support duties for mangers
- Demonstrable experience of working with routine and urgent work in an administration and secretarial capacity
- Experience of meeting minutes, action logs, agenda, diary co-ordination and management for manager
- Proven experience of prioritising work and meeting deadlines
- Experience of creating excel spreadsheets and using data to create visualistions
- Experience in stock management and ordering supplies
- Experience of handling issues that are confidential
Desirable
- Experience in creating newsletters or posters using applications in Microsoft 365
- Experience in developing new or current databases using spreadsheets
Skills & Abilities
Essential
- Intermediate skills using Microsoft 365
- Ability to understand and prepare data & visualisations for reports
- Accuracy and experience in applying numeracy skills in the workplace eg ordering, stock management, cash flow, creating reports from data.
- Demonstrate experience and preferred methods to manage competing demands throughout the day
- Excellent skills using varying types of communication appropriate for different aspects of role eg distressed caller or planning events
- Ability to set up and manage paper records and electronic filing using consistent naming rules and folder structure
- Ability to work alone and make judgements within scope of role
Desirable
- Skills in using patient administration systems such as PAS, ENVOY, CLIO
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.
