Secretary - Band 3 - Cheltenham, United Kingdom - Gloucestershire Health and Care NHS Foundation Trust

Gloucestershire Health and Care NHS Foundation Trust

Verified Company

Cheltenham, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Relevant secretarial experience is essential, requiring experience of unsupervised secretarial/administrative work in a busy office environment, word processing/typing and audio typing experience.

You will work as part of a committed supportive team, be able to deal confidently and professionally with colleagues and stakeholders maintaining confidentiality at all times.

You should have a friendly, positive, problem solving approach, be self-motivated, willing to learn and enjoy using your own initiative, within the remit of the post.

You will need to be an excellent team player with the ability to adapt to various tasks according to service needs.

As well as good verbal, written and numerical skills, you must be able to prioritise and organise your own workload well, and be able to work effectively and efficiently.

This post requires the post holder to be able to undertake all statutory and mandatory training and post holders must be able to undertake physical interventions.

To work closely within a multi-disciplinary team to provide administrative and secretarial support in accordance with the requirements of the service as led by the department staff.

To project the professional image of the business through demonstrating excellent customer care in all activities.

To adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales.

To be responsible for a number of office systems including ordering stationery, petty cash, payment of invoices and fax/photocopier control.

To maintain confidentiality at all times.

We have in excess of 5000 staff working over 50 sites, providing a divers e range of services.

We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.

The annual NHS S taff S urvey gi ves our people the opportunity to tell us about their experience working at the Trust.

For the 2023 survey just over 2800 colleagues g ave us their views (58.5%).

It was great to see from the results that colleagues are saying that:
89.7% believe they are making a positive difference to patients/service users;
73.3% would recommend the organisation as a place to work;
82.4% agree that care of patients and service users is the organisations priority;
76.7% would be happy with the standard of care for a friend or relative

Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West.

However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.

Communicating effectively with a wide range of people including colleagues, Managers and members of the public, ensuring at all times that a professional approach is presented
To be responsible for a number of office systems including ordering stationery, clinical supplies and the administration of petty cash
Using Patient Administration Systems, i.e. RIO, PAS, stock ordering systems etc.
Ensuring that all departmental spreadsheets and Information Systems are accurate and are kept up to date

Prioritise own workload, organising work to meet priorities and highlighting to appropriate colleagues when potential problems may occur
Keep all files, systems, and paperwork up to date in line with departmental procedures, highlighting any difficulties or potential issues to line manager
Ensure all paperwork is filed or shredded promptly and securely
Carrying out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and documents, etc
Actively participating in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager
As far as possible within own role, ensure a professional, proactive service is provided to customers, including helping as far as possible with the absence of colleagues to deal with enquiries and avoid potential problems
Undertake other support functions as requested by the Manager
Acts in ways that support equality and value diversity.

Treat everyone with whom you come in contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity.

SPECIFIC KEY RESPONSIBILITIES

To work flexibly as part of the administration team, ensuring deadlines are met and adequate cover is provided to include covering reception duties and ward secretaries within the Locality where applicable and deemed necessary.

To project the professional image of the Trust through demonstrating excellent customer care.
To arrange, attend and minute medical and department meetings.
To maintain staff annual leave and sickness records.