About this role
Job summary
Under the direction of the Business & Support Manager via the Admin Team Lead, the post holder will be required to:
Provide a comprehensive, timely and effective secretarial and administrative support service to Consultant Radiologists, Service Managers and associated staff, following all relevant operational policies, procedures and guidelines.
Use appropriate technologies to manage the diaries of Consultant Radiologists, Service Managers and associated staff, organising meetings, study and annual leave etc. and ensure they are aware of all diary commitments.
Main duties of the job
Use all appropriate technologies and equipment to provide a comprehensive, timely and effective secretarial and administrative support service to Consultant Radiologists, Service Managers and associated staff, following all relevant operational policies, procedures and guidelines.
Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations' requirements for information governance, data protection and confidentiality.
Act as point of contact for Consultant Radiologists, Service Managers, receiving visitors, and dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion, dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required.
About us
South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust now form University Hospitals Tees and as such you may be required to work at any site across both Trusts.
At North Tees & Hartlepool NHS Foundation Trust, we want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development.
We support the 'Making Every Contact Count' approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
Job description
Job responsibilities
Prepare agendas and collate any related documents and information relating to meetings etc for distribution to participants, attend meetings to take minutes as and when required and type up minutes from notes or recorded instructions.
Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.
Type miscellaneous correspondence, reports, presentations etc., including highly confidential and complex documents using appropriate technologies.
Deal with incoming queries as appropriate from service users in a manner that is consistent with legislation, policies and procedures, taking any necessary action as required, and where necessary lake accurate written messages and pass directors and associated staff members where appropriate.
Deal with and prioritise all incoming post/faxes bringing information of key importance to the attention of directors and associated staff and processing as directed.
Maintain up to date file system for correspondence and other documents and establish and effective 'bring forward' system to facilitate the timely processing of responses, information, correspondence and documents.
Be proactive in the development of administrative services to support activity and assist in the continuous assessment and review of administrative working practices and procedures.
Assist in the day to day supervision, of support staff under the direction of the Admin Team Lead, giving direction and guidance as and when required to ensure that an effective and efficient service is maintained, dealing with issues as they arise, escalating to the Admin Team Lead where appropriate.
Assist in the appraisal process and training and development of support staff in their work area in accordance with all related policies, procedures and guidelines and provide feedback to Team Leads as and when required.
Be fully conversant with all organisational health, safety and security policies and procedures and demonstrate compliance within areas of responsibility through the effective promotion of a healthy, safe and secure working environment for the work team and self by participating in the completion and regular review of any / all work-based risk assessments and mandatory training.
Assist the Admin Team Lead in ensuring that appropriate resources are available within the work area e.g., stationery stocks, equipment etc.
Any other ad-hoc duties as and when required in line with operational and service needs
Person Specification
Knowledge & Skills
Essential
- Demonstrate a good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook.
- Demonstrate excellent keyboard skills
Desirable
- Knowledge of medical terminology
- Demonstrate knowledge of data protection and confidentiality
Qualifications & Training
Essential
- GCSE at grade C or above in Mathematics or Key Skills at Level 2 in Numeracy (or equivalent)
- GCSE at grade C or above om English Language, or Key Skills at level 2 in literacy (or equivalent)
- Typing or Word processing qualification at RSA II (or equivalent)
- NVQ at level 3 or above in Business Administration (or equivalent)
Desirable
- IT qualification (ITQ at level 2 or equivalent)
- RSA III or equivalent typing qualification
- Shorthand qualification
- AMSPAR Advanced Diploma for Medical Secretaries - Level 3 qualification (or equivalent)
Experience
Essential
- Demonstrable secretarial experience in a healthcare environment.
- Demonstrable experience of clerical work involving the use of computerised systems and technologies.
Desirable
- Demonstrable knowledge of using audio transcription systems
- Experience of working within a multidisciplinary team
- Knowledge of the NHS and the Trust's systems and structures
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
North Tees & Hartlepool NHS Foundation Trust
Address
University Hospital of North Tees
Hardwick Road
Stockton-on-Tees
TS19 8PE
United Kingdom
Employer's website
https://www.nth.nhs.uk/ (Opens in a new tab)