Job summary
- Main area
- obstetrics and Gynaecology
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time
- Job share
- Job ref
- 388-6317528-A&C
- Employer
- Torbay and South Devon NHS Foundation Trust
- Employer type
- NHS
- Site
- Torbay Hospital
- Town
- Torquay
- Salary
- £22,816 - £24,336 per year
- Salary period
- Yearly
- Closing
- 09/07/2024 23:59
Employer heading
Maternity Services Administrative and Minute Taker
NHS AfC: Band 3
Job overview
To provide comprehensive and high quality secretarial, administrative and clerical support to the Director and Deputy Director of Midwifery & Gynaecology and Matrons for Women’s Health and wider Divisional Office department ensuring an effective and efficient service is delivered.
To support the Admin Team Leader to undertake change management.
To ensure that patients are treated with courtesy, dignity and respect.
The most rewarding part of this role is providing a high standard of administrative assistance to clinicians, patients, carers, relatives, outside agencies and the overall team ensuring they are all well supported.
The post holder works with very little supervision, prioritising and manging their own workload on a day to day basis.
To manage the Director and Deputy Director of Midwifery & Gynaecology and Matrons diaries on a daily basis.
Minute taking at meetings including typing and distributing of minutes. Touch typing of minutes from notes, dictation and/or recordings.
Main duties of the job
- To provide administrative support to members of the Women’s Health Management Team, along with wider team members
- To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with stakeholders as requested
- Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others. To ensure that arrangements regarding medical staff leave and cover arrangements are circulated appropriately and that clinical activities are amended accordingly
- Taking and transcribing formal minutes
- To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department
- To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader
- Arrange induction meetings for new Midwives, Maternity Support Workers, Nurses and Healthcare Support Workers
Working for our organisation
The Maternity services Administrative support and Minute Taker is an exciting, demanding and fast-paced role.
Providing comprehensive and high quality secretarial, administrative and clerical support to the Director and Deputy Director of Midwifery & Gynaecology and Matrons for Women’s Health and wider Divisional Office department ensuring an effective .
Detailed job description and main responsibilities
- To produce and update standard operating procedures (SOPs) for all aspects of the role
- Taking and transcribing formal minutes
-
To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department
-
To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader
- Diary Management of specified clinical staff
-
To provide cover for other members of the Women’s Health team as required to ensure optimum efficiency of the department
-
Any other appropriate duties/tasks as requested by management
-
To identify areas for service improvement and support implementation
-
To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system (audio and copy typing)
-
Arrange induction meetings for new Midwives, Maternity Support Workers, Nurses and Healthcare Support Workers
Person specification
Admin
Essential criteria
- • Proven experience of audio typing
- • Proven experience of using Excel Spread sheets.
- • Excellent Audio Typing skills.
- • Proven secretarial and administrative experience.
- • Customer care experience of providing a customer focused service.
- • Ability to effectively use the Microsoft Office software (Word, Excel, PowerPoint).
- • Good communication skills
- • Ability to work on own initiative, prioritise own workload and achieve deadlines.
- • Ability to work as part of a team
- • Good standard of education to include GCSE in Maths and English or equivalent
- • Typing qualification to RSA stage II/OCR II or equivalent level of speed and accuracy (40wpm).
Desirable criteria
- • NVQ level 3 in administration or relevant experience
- • NHS experience
- • Knowledge and experience of the Trust patient administrative and information systems.
- • Understanding of hospital policies and procedures including the Trust Access Policy.
- • To be proficient in the use of Internet/Intranet and email.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Jo Wilkes
- Job title
- Admin Team Leader
- Email address
- [email protected]
- Telephone number
- 01803 656379
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