Clinical Audit Administration and Secretarial Assistant
Doncaster & Bassetlaw Teaching Hospitals NHS FT
To provide a comprehensive, effective and efficient secretarial support service to the corporate clinical audit team, ensuring robust systems and processes are in place for overall administrative oversight. To coordinate and administer a number of meetings. This includes liaising with Chairs of meetings, production and distribution of agendas and associated papers, recording meetings/minute taking, production of minutes and actions.
Arranging venues (where applicable), meeting invites and monitoring attendance will be required. Have skills in all areas of administrative functions to enable them to support the Head of Clinical Audit & Effectiveness and wider team, ensuring the functions of the role are carried out correctly and consistently within given timescales, promoting a "Right First Time" culture.
Main duties of the job
* Provide comprehensive range of secretarial/admin duties to the clinical audit team.
* Undertake accurate/timely typing of correspondence, documents and reports.
* Maintain high standards of communication, acting as an effective focal point for advice/queries into the clinical audit team.
* Maintain manual/electronic records ensuring confidentiality and security of personal, patient and business data is maintained at all times.
* Link with secretaries/administrators across divisions and corporate areas to coordinate effective diary management, ensuring protected time is scheduled in advance for activities as required.
* Oversee meeting room diaries, ensuring effective use of room capacity.
* Work closely with meeting Chairs to ensure efficient preparation and administration of meetings.
* Provide a full secretarial service to meetings. Production and distribution of agenda, note-taking/recording, producing minutes and action logs, distribution of the aforementioned and associated papers. Arrange meetings, venue (if face to face), send invites and monitor attendance.
* Work closely with the Head of Audit & Effectiveness to actively contribute to the development of administrative and clerical procedures, including local audit activities as required.
* Provide cover for the clinical audit support officer, which involves retrieving medical records and delivering to doctors undertaking audits.
About us
DBTH is one of Yorkshire's Leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services employing over 7,000 colleagues. At DBTH we have a comprehensive framework of behaviours that guide us in our daily working lives, these form the DBTH Way. We pride ourselves on our commitment to the values of We Care and now the DBTH Way builds upon these foundations, providing further clarity on what it means to embody these values in our everyday interactions.
As an organisation that supports flexible working, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job responsibilities
Please see attached to the advert a job description and person specification for further details. Please ensure you read both documents carefully.
Please note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.
Person Specification
Qualifications / Training
* Recognised qualification in use of IT packages e.g. RSA 3, NVQ 3, ECDL or equivalent experience
* GCSE English and Mathematics or equivalent.
Knowledge & Experience
* Experience of working in a busy office environment
* Knowledge of routine office processes and procedures
* Good knowledge of Microsoft packages including Word, Excel, Email
* Good knowledge of the requirements needed to work effectively in an office environment
* Knowledge and experience of administering meetings and minute taking
* Experience of undertaking a secretarial/administrative role in a healthcare environment
* Experience using Trust systems, for example Monday.com.
* Experience of actively engaging in service improvement and implementation of new systems/ways of working
Personal Attributes & Skills
* Good interpersonal skills for effective working with colleagues, service users and general public
* Excellent communication skills including confident telephone manner
* Flexible approach to work
* Positive 'can do' attitude
* Ability to work effectively in a team
* Ability to work on own initiative
* Ability to prioritise and manage own workload
* Ability to pay attention to detail
* Ability to apply knowledge of IT to the work situation to develop systems and processes including providing line managers with reports
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 name
Doncaster & Bassetlaw Teaching Hospitals NHS FT
£24,625 to £25,674 a year Pro Rata Per Annum
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