Bank Band 4 Secretary/PA, Radlett - BB2811

Job description

Job responsibilities

Duties and Responsibilities:

Responsibility for ensuring all correspondence is accurately and appropriately presented.

Highly skilled and experienced in the full range of secretarial work practices, software programs.

Use proficient internet skills to access, search and retrieve data.

To use touch typing skills as necessary in daily work

Use appropriate software and equipment daily to create a variety of documents to meet the diverse needs of the managers.

Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].

To transcribe formal minutes of meetings and distribute and store/file as necessary.

Support the managers in the interview process, dealing with associated paperwork.

Be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and achieving where possible.

Responsible for several databases and filing systems.

Use knowledge and experience to meet the needs of the service by completing tasks daily.

Update skills as necessary and attend mandatory training.

Planning and Organisational Skills

Manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department.

Manage deadlines with unpredictable work patterns.

Concentrate on completing tasks during periods of frequent interruption from staff and switching attention.

Report and ensure equipment and environmental faults are dealt with by relevant persons.

Create, maintain, and update filing systems.

Arrange/ set up meetings, send out invitation letters, book rooms, compile agendas and take formal minutes, as required.

Ensuring all messages are relayed as quickly as possible to Admin Managers and their teams.

Financial Responsibility

Order non-stock requisitions, researching equipment/products if necessary.

Regularly monitor stationery levels, ordering as appropriate.

Maintain and be responsible for maintaining equipment and reporting faults.

Service Development and Improvement

Take the lead in deciding and implementing relevant changes to own work area.

Propose changes to working practices for own work area and negotiate with others where other work areas are affected.

Assist the team in research and development activities such as audit.

Undertake surveys/audits of own work area as necessary.

Be aware of Trust targets and implement in own work area as necessary.

Communications

Exchange confidential, sensitive information with staff, service users and carers, in person or on the telephone. The unpredictability of service users means that persuasive, reassuring, empathic, counselling skills are always required.

Communicate effectively with the team manager and team.

Communicate effectively and clearly with others in team.

Use developed communication skills with service users who may have difficulty understanding, and at times give disappointing information to service users e.g., cancelling appointments.

Be experienced with a range of communication methods including written, oral, telephone, and e-mail.

Provide cover for reception, as required and use effective communication in dealing with service users where there may be barriers to effective communication.

Health and Safety

The post holder has a duty of care to themselves and to others with whom they come into contact in the course of their work as laid down in the Health and Safety at Work Act 1974 and any subsequent amendment or legislation.

Person Specification

QUALIFICATIONS/EDUCATION/TRAINING

Essential

• Advanced keyboard skills
• Experienced at intermediate level in a range of software packages, Word, Excel PowerPoint
• Advanced secretarial skills
• At least 2/3 years' experience in a secretarial environment

Desirable

• Experience in a mental health environment or NHS

PREVIOUS EXPERIENCE

Essential

• Proficient in diary management, coordinating appointments to ensure best use of Managers' time.
• Experience of transcribing formal minutes of meetings.
• Proficient in diary management

COMMUNICATION SKILLS

Essential

• Excellent verbal and written communication and presentation skills in person, on telephone, or email
• To be experienced in dealing with people in distress in a calm and confident manner, using de-escalation skills where appropriate

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

Kingfisher Court, Kingsley Green, Harper Lane, Radlett, Herts, WD7 9HQ

Kingfisher Court, Kingsley Green, Harper Lane, Radlett, Herts, WD7 9HQ

Radlett

WD7 9HQ

Employer's website

https://www.hpft.nhs.uk/careers/ (Opens in a new tab)