Departmental Secretary - Derby, United Kingdom - University Hospitals of Derby and Burton NHS Foundation Trust

University Hospitals of Derby and Burton NHS Foundation Trust

Verified Company

Derby, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Further information:

Acts as a primary point of contact for the Department, dealing with and escalating queries.

Assists the Senior Pharmacy Management Team and colleagues in administrative duties to support the day to day running of the department whilst ensuring efficient and effective organisation and communication.

Uses judgement and planning to prioritise work schedules in accordance with changing and often conflicting priorities, liaising and negotiating with all relevant parties.

Provide a comprehensive administrative and secretarial service including the organisation of meetings, compiling and circulating agendas, minute taking and distribution of minutes within agreed time scales.

Update of action trackers, following up details as required.

Responsible for diary management, arranging appointments and meetings as directed to ensure the most efficient use of meeting, office and travel time.

Responsible for the accurate input into the Health Roster system for overtime and on call payments, TOIL, shift patterns and all absence, ensuring input is in line with Trust Guidance.

Ensure the Health Roster is accurate for all staff members, meeting weekly and monthly deadlines prior to finalisation and submission to payroll.

Diary management
Take and transcribe formal minutes and distribute minutes.
Act as a primary point of contact for the department.
Prioritise workload as a continual process.
Prepare and process stationery and other supplies for the department.
Ensure that invoices received (for equipment, licenses etc.) are checked and authorised for payment.
Receive and organise incoming mail.
Maintain effective filing systems for storage of papers.
Ensure telephone contact lists are up to date.
Induction of new staff.
Record staff appraisals.
Record departmental sickness absence, annual leave and other leave.
Ensure all new starters are set up on the Health Roster with accurate shift pattern assigned.
Handle confidential and sensitive information of a personal and financial nature.
Complete professional registration checks for Pharmacists and Pharmacy Technicians and notify individuals and line managers of actions required.
Complete changes in Electronic Staff Record (ESR).
Receive and respond to telephone enquiries.
Manage workload and ensure information is communicated appropriately and enquiries directed correctly.
Action all changes in the Health Roster system.

Closing Date: 6 July 2023

Interview Date: 18 July 2023

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

Development opportunities, including both professional and leadership development
Ongoing support through every step of the way from recruitment to when you join our team and beyond.
A variety of other staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts about our Trust:

We see on average 4810 OP appointments per day.
We are the 4th busiest Trauma & Orthopaedic outpatients department in England an average of 2077 per week.
An average of 1115 patients are seen in A&Es across our network every day 3rd largest in the country.
Our hospitals admit an average of 195 emergency patients daily.
Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
We are one of only 7 Trusts nationally with more than 50 operating theatres.
We carry out more than 140 elective procedures each working day.