Administration Secretary

Location: Portswood

Job Title:

Administration Secretary

Trust

Location:

Hampshire & Isle of Wight Healthcare NHS FT

Location:

Antelope House, Brintons Terrace, Southampton, SO14 0YG

Working Pattern: 37.5 hours per week, Mon - Fri, 9am - 5pm

Duration: 2 Months

Job Purpose:

- To provide a comprehensive administration service to the clinical team and/or service.
- The post holder will be responsible for the organisation of their own workload and delegated decisions/actions, as deemed appropriate by the Business Administration Manager.

You’ll learn the following whilst working at the trust:

1. An in depth understanding of the roles and responsibilities involved in working within the NHS

2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times

3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation.

Key Duties and Responsibilities

- To type correspondence using both copy typing and audio, including letters, minutes, and reports as indicated by the line manager.
- Be responsible for administration support to nominated individuals.
- To set up office systems and procedures to ensure that all documents can be retrieved easily.
- Support the clinical team as required in diary management, meeting management, report writing, administering personnel files, communication of on-call rota, communication of roster changes and taking messages.
- Organising meetings and taking minutes as necessary, typing and distributing to those appropriate.
- Ensure that all typing and administrative duties are completed promptly and efficiently for the clinical team. This will include undertaking own secretarial duties as required.
- To ensure effective communication with service users, relatives and carers, visitors, staff and others.
- To ensure that all communication is within the boundaries of service user confidentiality and to seek guidance when unsure.
- To provide support for onboarding new clinicians. This relates to processing new starter forms, acquiring necessary access and authorisations and required preparations for arrival.
- To support the clinical team in relation to IT equipment provision. This relates to ordering, retrieval on ending of contracts, ensuring an accurate record is kept.
- Co-ordinates establish and maintain a comprehensive paper and electronic filing system across the clinical team to include:

• Electronic filing

• Diary management

• Computerised databases, with relevant levels of access/restrictions.

• Data confidentiality
- To document information in accordance with record keeping standards
- To ensure that any information related to service user or other personal safety is communicated immediately to senior team members.
- To ensure a comprehensive telephone service is provided to indicated staff, ensuring that messages are taken and given in a consistent and efficient manner.
- To use the highest level of interpersonal skills when dealing with sensitive or contentious information.
- To be responsible for the recording of all contacts with service users in the patient record whether primary (electronic) or secondary in line with the Trust’s record keeping policy.
- Create, develop and maintain professional supportive relationships with all members of staff.
- To assist in the collection of data for the purpose of audit, research and service performance.
- To be able to enter and retrieve information from spreadsheet databases.
- To deal with incoming and outgoing mail as required.
- Assist with subject to access requests as directed.

As a member of NHS Professionals, you have fantastic benefits:

· Competitive pay rates- work this week, get paid next week

· Essential support when you need it- 24/7 365 days- call us anytime

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