Service Support Officer/Secretary Support

Job description

Job responsibilities

To provide a full range of confidential secretarial/administrative support to the General Managers, Service Managers, Matrons and Clinical Directors/Leads.

To receive and respond to internal and external correspondence, taking appropriate and timely actions as required, in accordance with Trust and/or departmental standards and process

Record information to support the demand and capacity assessment for clinical services

Attending care group meetings where necessary and to minute take, type and distribute as necessary also requesting additional papers/reports as required

Computer literate ability to use Microsoft Office including spreadsheets to filter and reformat data

To manage electronic diaries as required including booking appropriate venues and possibly arrange travel and accommodation

To operate efficient and up-to-date administrative systems and processes for all office tasks

To maintain accurate and timely data entry to databases to meet service requirements

Ensure the internet and intranet is accurate and regularly updated for the service area

The post holder will undertake the role of Information Asset Administrator (IAA) and will be required to update asset lists on a regular basis

To prioritise own workload to meet the needs of the clinical service and ensure all deadlines are meet

To support new and/or less experiences staff, as directed by line manager

To provide cover as required during absence of colleagues

To work with Clinical Leads to produce on-call rotas to ensure sufficient consultant ward cover.

Support the validation process

To support interview arrangement as required

The post holder may be required to undertake the role of Registration Authority Agent/Sponsor which includes supporting the NHS Care Records Service applications using smartcards and appropriate access files.

To order office supplies through Cardea and maintain agreed stock levels

To maintain an up to date filing and archive filing system, disposing of archived records and documentation according to Trust policy

To support arrangements of on call rotas as required

To be the point of contact for staff, patients and others within and outside the organisation, responding to external and internal telephone enquiries, taking appropriate and timely action required

Person Specification

Special Skills and Knowledge

Essential

• Knowledge of computer packages, e.g Word, Excel, Outlook and Powerpoint.
• IT Skills.
• Ability to use email and maintain and update paper and electronic diaries.
• Knowledge of Data Protections and Caldicott Principles and understanding of the need to maintain strict confidentiality.
• Ability to use discretion and maintain confidentiality.
• Good interpersonal skills.
• Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
• Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
• Able to use own initiative to resolve routine queries, in line with departmental procedures.
• Able to work with minimal supervision following set procedures.
• Ability to organize and prioritise workload in order to meet deadlines.
• Ability to work as a member of a team Committed to quality customer care/delivering excellent customer service.
• Flexible approach to work and adaptable to change.

Special Requirements

Essential

• Ability to travel independently across the county to fulfill the requirements of the post.

Experience

Essential

• Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
• Demonstrate experience of using Microsoft Word.
• Experience in setting up and maintain office filing systems.

Desirable

• Experience of working within an NHS environment.
• Experience in planning and organising meetings and taking notes.
• Experience of maintaining and setting up databases.
• Experience of providing administrative support to a team.

Qualifications

Essential

• Good standard of Education Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
• NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).

Desirable

• Qualification in secretarial and / or computer skills.

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX

Employer's website

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