Job summary
To provide
administrative support to the General Manager,
Matrons and Clinical Director to ensure that clinical services operate
in a smooth and efficient manner.
To be successful you will have excellent diary
organisational skills and communication skills, have a flexible and
professional approach to the work and enjoy the variety of communicating with a
wide range of people both internal and external to the Trust.
Main duties of the job
To provide secretarial support to General Managers, Service
Managers, Matrons and Clinical Directors/Leads as required
To ensure data quality is maintained
Attending meetings and minute taking as appropriate
Act as a point of contact for departments and support the
management team to deliver patient focused clinical services.
Effective management of diaries.
- Support with the validation process
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have been employed for a minimum of two years
of as a HCA Band 3 within the NHS for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months).
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
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
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
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
Special Requirements
Essential
- Ability to travel independently across the county to fulfill the requirements of the post
Special Skills & 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
Person Specification
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
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
Special Requirements
Essential
- Ability to travel independently across the county to fulfill the requirements of the post
Special Skills & 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
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.
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)
