Divisional Secretary - Wigan, United Kingdom - Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust
3 weeks ago
Description
PREVIOUS APPLICANTS NEED NOT APPLY
An opportunity has arisen for a permanent post within the Division of Medicine as a Divisional Secretary to support the Divisional Matrons and Divisional Management team within Medicine.
You will be required to support a range of Divisional Managers in meetings, taking minutes, drafting agendas and full diary management and support for the Divisional Matrons, plus a variety of other secretarial duties.
You will work alongside and injunction with 4 other Divisional Secretaries/Personal Assistants to ensure the smooth running of the Secretariat.
Provide diary management and secretarial cover to the Medicine Matrons and also the division when required.
Arrange dates and venues for divisional meetings, liaise with the Chairperson to produce agendas, take minutes and transcribe, distribute minutes and initiate actions for meetings as appropriate.
Liaise with other agencies and Trust staff
Collate requested information for Divisional Management Team.
Monitoring and ordering of items for the Division via ORACLE and NHS Supply Chain
Raise vacancies via TRAC.
Answer telephone queries and provide information for the Division
Handle all incoming mail and to take appropriate action where necessary, also to ensure outgoing mail is dispatched in a timely manner.
Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity.
Planning and Organisational Duties
Diary management for the Medicine Matrons and Division when required.
Arrange dates, venues and facilitate for meetings, take minutes and produce agendas for, distribute minutes and initiate action for meetings as appropriate.
Communications and Key Working Relationships
Key Relationships:
Divisional Medical Director/Divisional Director of Performance/Head of Nursing/Directorate Managers/ Matrons/ Directorate Performance Managers /Deputy Performance Manager/Divisional PA/Governance and HR Monitoring/Rota Co-ordinator/other Divisional Secretaries
Responsibility for Finance
Appropriate use of resources within own area of responsibility
Responsibility for Human Resources
Take every reasonable measure to ensure confidentiality of correspondence and personal records.
Arrange appointments for informal/formal attendance management meetings with Divisional Management Team/Human Resources as requeste
Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act the post holder is required to fulfil a proactive role towards the management of risk in all of their actions.
This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
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