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Office Administrator and Team Secretary

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University Hospitals Plymouth NHS Trust

9d ago

  • Job
    Full-time
    Junior & Mid Level
  • Plymouth

AI generated summary

  • You must have administrative experience, excellent data entry, verbal/written communication skills, be computer literate, and able to prioritize tasks both independently and in a team.
  • You will provide administrative support, manage scheduling, facilitate communication, maintain filing systems, assist training logistics, and support data management for the Infection Prevention team.

Requirements

  • Applicants who wish to be considered for the post must have:
  • Previous demonstrable administrative background in a variety of administrative and clerical duties, including data entry
  • Medical/laboratory secretarial demonstrable experience will be advantageous
  • Excellent data entry skills, excellent verbal and written communication skills, be able to prioritise your work and be able to work on your own and as part of a team
  • Must be computer literate with excellent keyboard skills
  • Must pay attention Management

Responsibilities

  • Provide effective administrative support for the Infection Prevention and Management Team and secretarial duties to support the Director and Infection Prevention and Management, the Nursing Leads for the service and members of the team when required
  • Provide office management support to the Infection Prevention and Management team
  • Consistently deliver a “client-focused” service which promotes good customer service and effective working relationships
  • This will include establishing and maintaining effective communications across a broad spectrum of healthcare professionals that interface with the Infection Prevention and Management Team, both internally and externally to the Trust
  • Work on their own initiative in addition to being an integral member of the team delivering a service across the Trust
  • Provide and deliver a high standard of administrative service to all levels of the Infection Prevention and Management Team using a varied range of work procedures
  • Deal with incoming and outgoing correspondence and telephone enquiries, ensuring messages are passed to the appropriate person for action
  • Transcribe letters and reports, and other correspondence as directed
  • Arrange appointments, meetings and maintain electronic schedule for Director, Lead Nurses and team staff
  • Arrange meetings, prepare and circulate agendas and papers for various meetings, and take accurate notes that reflect the key points discussed in the meeting
  • These meetings may be electronic using MS teams or Zoom
  • Maintain the office filing systems both electronic and hard copies
  • Maintain office supplies and order using the oracle system
  • Assist with the management of booking staff onto their essential training, appraisal
  • Schedule and duty rota on the health roster system and update the workforce records
  • Set up and maintain evidence files for regulatory and monitoring purposes
  • Involved in patient contact tracing and assisting the clinical team to inform relevant care agencies
  • Support the maintenance of databases and surveillance data including data entry and data processing
  • Work with administrative colleagues to provide administration support in the office between 08.00 – 17.00hrs
  • Deputising for administrative colleagues roles as needed with appropriate training and support

FAQs

What are the primary responsibilities of the Office Administrator and Team Secretary for the Infection Prevention and Management Team?

The primary responsibilities include providing effective administrative support, managing correspondence, scheduling appointments and meetings, maintaining filing systems, managing office supplies, assisting with training and appraisal bookings, and supporting databases and surveillance data.

Is previous experience in a medical or laboratory setting preferred for this role?

Yes, demonstrable experience in medical or laboratory secretarial roles is advantageous for this position.

What skills are necessary for applicants to succeed in this role?

Applicants should have excellent data entry skills, strong verbal and written communication abilities, the capacity to prioritize tasks, be computer literate with excellent keyboard skills, and the ability to work independently as well as part of a team.

How should interested applicants contact the Infection Prevention and Management team for more information?

Interested applicants can contact the Infection Prevention and Management team by calling 01752 432115 ext. 32115 or by emailing plh-tr.infectionmanagementadmin@nhs.net.

Are there opportunities for career development in this position?

Yes, the Trust offers great opportunities for career development in a highly progressive working environment.

Is there consideration for flexible working arrangements?

Yes, the Trust invites requests from applicants for less than full-time or flexible working arrangements, and encourages candidates to discuss this with the recruiting manager prior to application submission.

What training and support can a new employee expect in this role?

A new employee can expect clinical supervision, educational opportunities, and a comprehensive induction program.

How can I monitor the status of my application after submission?

All communication regarding your application will be electronic; therefore, it is important to check your email regularly. If you do not hear back within four weeks of the closing date, please assume you have not been shortlisted.

What is the working schedule for this position?

The role supports administration from 08:00 to 17:00 hours.

Will the role involve interaction with patients?

Yes, the role will involve assisting the clinical team with patient contact tracing and informing relevant care agencies.

University Hospitals Plymouth NHS Trust

Providing outstanding integrated care and making a difference to people's lives #1BigTeam

Science & Healthcare
Industry
5001-10,000
Employees
1998
Founded Year

Mission & Purpose

University Hospitals Plymouth NHS Trust provides a range of healthcare services across Plymouth and the surrounding areas, including acute and specialist medical care. Their ultimate mission is to deliver high-quality, patient-centered care, enhance health outcomes, and ensure safety. Their purpose is to improve the well-being of the community by offering exceptional clinical services, advancing medical research, and fostering education in healthcare.