Service Support Officer/Secretary Support
County Durham & Darlington NHS Foundation Trust
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
1. To provide secretarial support to General Managers, Service Managers, Matrons, and Clinical Directors/Leads as required.
2. To ensure data quality is maintained.
3. Attending meetings and minute taking as appropriate.
4. Act as a point of contact for departments and support the management team to deliver patient-focused clinical services.
5. Effective management of diaries.
6. 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.
From April 1, 2024, we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary. If you are in the UK on a VISA, please ensure you have no restrictions that would prevent you from taking this post.
Full Job Descriptions can be found in the adverts supporting documents.
Job responsibilities
1. To provide a full range of confidential secretarial/administrative support to the General Managers, Service Managers, Matrons, and Clinical Directors/Leads.
2. 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 processes.
3. Record information to support the demand and capacity assessment for clinical services.
4. Attending care group meetings where necessary and to minute take, type, and distribute as necessary, also requesting additional papers/reports as required.
5. Computer literate ability to use Microsoft Office including spreadsheets to filter and reformat data.
6. To manage electronic diaries as required, including booking appropriate venues and possibly arranging travel and accommodation.
7. To operate efficient and up-to-date administrative systems and processes for all office tasks.
8. To maintain accurate and timely data entry to databases to meet service requirements.
9. Ensure the internet and intranet is accurate and regularly updated for the service area.
10. The postholder will undertake the role of Information Asset Administrator (IAA) and will be required to update asset lists on a regular basis.
11. To prioritise own workload to meet the needs of the clinical service and ensure all deadlines are met.
12. To support new and/or less experienced staff, as directed by the line manager.
13. To provide cover as required during the absence of colleagues.
14. To work with Clinical Leads to produce on-call rotas to ensure sufficient consultant ward cover.
15. Support the validation process.
16. To support interview arrangements as required.
17. The postholder 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.
18. To order office supplies through Cardea and maintain agreed stock levels.
19. To maintain an up-to-date filing and archive filing system, disposing of archived records and documentation according to Trust policy.
20. To support arrangements of on-call rotas as required.
21. 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 as required.
Person Specification
Special Skills and Knowledge
* 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
* Ability to travel independently across the county to fulfill the requirements of the post.
Experience
* 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 maintaining office filing systems.
* Experience of working within an NHS environment.
* Experience in planning and organizing meetings and taking notes.
* Experience of maintaining and setting up databases.
* Experience of providing administrative support to a team.
Qualifications
* 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).
* Qualification in secretarial and/or computer skills.
Employer name
County Durham & Darlington NHS Foundation Trust
£24,071 to £25,674 a year per annum pro rata
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