[ref. d83557804] Administration Secretary

Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.

Job overview

Provide a comprehensive secretarial and administrative service to the Obstetrics, Gynaecology & Neonatology teams within the OGN Care Group.

The post holder will provide a comprehensive administrative service, as well as manage diaries, incoming telephone calls, e-mail and written correspondence. Duties will also involve arranging and preparing documents for meetings and taking minutes, wherever there is a service need.

In addition, they will provide cross-cover during absence and work with the wider Secretarial & PA Teams to ensure delivery of an effective administration service to the Jessop Wing senior leadership team and clinical colleagues.

Main duties of the job

The successful candidate will be flexible and open to covering other areas within OGN wherever there is a service need, proactive, with excellent organisational skills and a good working knowledge of Microsoft Office applications.

The ability to work in a methodical manner and prioritise workload is essential as is the ability to work on your own initiative. Experience of working in an obstetrics and gynaecology environment would be advantageous but not essential.

Working for our organisation

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes a firm commitment to professional development of it’s staff together with the provision of an excellent health and well-being support service.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Person specification

Qualifications

• GCSE standard of education including English and Mathematics at grades C/4 or above / or equivalent qualifications/experience.
• Typing qualification (e.g. RSA stage 3/OCR level 3 or above) / or equivalent qualification / or equivalent demonstrable experience.
• NVQ level 3 or equivalent qualifications / experience

• A-level / NVQ (e.g. Business and Admin).
• I.T. qualifications (e.g. NVQ level 2 or above or EDCL).

Experience

• Experience working in a clerical environment.
• Demonstrable track record achieving deadlines and targets.
• Evidence of developing and maintaining effective working relationships with a variety of people and professionals.
• Experience communicating directly with patients, carers & relatives, both face-to-face and over the ‘phone.
• Excellent standard of I.T. literacy and keyboard skills including letter formatting & layout, the use of Microsoft Office software packages.

• Extensive experience working for the NHS.
• Awareness of STH Trust policies and procedures.
• An awareness of the challenges currently facing the NHS.
• Experience using patient administration systems or similar databases.
• Audio typing and transcription experience.
• Minuting-taking.

Special Skills/Aptitudes

• Excellent written and verbal communication skills.
• Good standard of spelling and grammar.
• Excellent interpersonal skills encompassing both teamwork and customer service.
• Highly developed organisational skills including the ability to multitask, prioritise own workload and manage competing demands.
• Attention to detail and a methodical approach to work.
• Analytical and decision-making skills.
• Ability to work as part of a team with minimal supervision.
• Effective keyboard skills.
• Clear understanding of patient confidentiality.

• Knowledge of Medical Terminology.
• Knowledge of obstetrics & gynaecology related medical terminology.

Further Training

• Clear understanding of patient confidentiality.

• Awareness of medical records issues e.g. Data Protection.

Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.

When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.

You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.

If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, in submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.

Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.

The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.

Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.

All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken.

For more information about our organisation and the opportunities available, please visit our website and follow us on Twitter and Facebook.