Detailed job description and main responsibilities

Duties and Responsibilities:

•       Responsibility for ensuring all correspondence is accurately and appropriately presented.

•       Highly skilled and experienced in the full range of secretarial work practices, software programs.

•       Use proficient internet skills to access, search and retrieve data.

•       Use touch typing skills as necessary in daily work

•       Use appropriate software and equipment daily to create a variety of documents to meet the diverse needs of the managers.

•       Advanced keyboard skills to be used to provide accurate and timely reports [touch typing at fast speed].

•       Transcribe formal minutes of meetings and distribute and store/file as necessary.

•       Support the managers in the interview process, dealing with associated paperwork.

•       Be responsible for the accurate storage and retrieval of information according to the Data Protection Act 1984 and Freedom of Information Act 2000 and achieving where possible.

•       Responsible for several databases and filing systems.

•       Use knowledge and experience to meet the needs of the service by completing tasks daily.

•       Update skills as necessary and attend mandatory training.

 Planning and Organisational Skills

•       Manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department.

•       Manage deadlines with unpredictable work patterns.

•       Concentrate on completing tasks during periods of frequent interruption from staff and switching attention.

•       Report and ensure equipment and environmental faults are dealt with by relevant persons.

•       Create, maintain, and update filing systems.

•       Arrange/ set up meetings, send out invitation letters, book rooms, compile agendas and take formal minutes, as required.

•       Ensuring all messages are relayed as quickly as possible to Admin Managers and their teams.

Financial Responsibility

•       Order non-stock requisitions, researching equipment/products if necessary.

•       Regularly monitor stationery levels, ordering as appropriate.

•       Maintain and be responsible for maintaining equipment and reporting faults.

Service Development and Improvement

•       Take the lead in deciding and implementing relevant changes to own work area.

•       Propose changes to working practices for own work area and negotiate with others where other work areas are affected.

•       Assist the team in research and development activities such as audit.

•       Undertake surveys/audits of own work area as necessary.

•       Be aware of Trust targets and implement in own work area as necessary.

Communications

•       Exchange confidential, sensitive information with staff, service users and carers, in person or on the telephone. The unpredictability of service users means that persuasive, reassuring, empathic, counselling skills are always required.

•       Communicate effectively with the team manager and team.

•       Communicate effectively and clearly with others in team.

•       Use developed communication skills with service users who may have difficulty understanding, and at times give disappointing information to service users e.g., cancelling appointments.

•       Be experienced with a range of communication methods including written, oral, telephone, and e-mail.

•       Provide cover for reception, as required and use effective communication in dealing with service users where there may be barriers to effective communication.

Health and Safety

The post holder has a duty of care to themselves and to others with whom they come into contact in the course of their work as laid down in the Health and Safety at Work Act 1974 and any subsequent amendment or legislation.