Job summary
- Main area
- Admin
- Grade
- NHS AfC: Band 3
- Contract
- 12 months (Fixed term for 12 months)
- Hours
- Part time - 22.5 hours per week
- Job ref
- 388-7732289-MUEC
- Employer
- Torbay and South Devon NHS Foundation Trust
- Employer type
- NHS
- Site
- Emergency Department, Torbay Hospital
- Town
- Torquay
- Salary
- £24,937 - £26,598 Per annum (Pro rata)
- Salary period
- Yearly
- Closing
- 15/04/2026 23:59
Employer heading
Emergency Department Secretary
NHS AfC: Band 3
Job overview
Our Emergency Department Secretary will provide high quality administrative/medical secretarial support to the Clinical Director and ED Consultants, necessitating contact with patients, medical, nursing, management and clerical staff.
Main duties of the job
Providing front-line secretarial support to Consultants and Management Team and to provide a first-class support service
Prompt and accurate transcription of clinical and non-clinical letters to conform with Trust Policy
Initiative in dealing with all correspondence maintaining up to date files and to ensure agreed Quality Standards are achieved
Process all investigation results pro-actively with clinical staff
Organising and managing the diaries of the Clinical Director and Consultant staff
Liaising with local GPs and external stakeholders
Organisation of meetings, arranging venues, minute taking and distribution, ensuring all relevant information is circulated well in advance of meeting date
To act as a point of contact within the Directorate ensuring that communication links are maintained at all times
To ensure complaints/enquiries, child protection issues are dealt with tactfully and efficiently, using discretion to decide how these matters should be dealt with. Use discretion and adhere to Confidentiality Policy at all times
To support all administrative functions within the department
Co-ordination of all communication with the Criminal Injury Compensation Authority, Police Statements and Insurance forms
To ensure the department is well stocked with all stationery items and place orders in a timely manner
Complete manpower sheets recording sickness/annual leave for medical staff
Working for our organisation
Working as part of a busy Emergency Department team of Clinical, nursing and administration staff across teams within Emergency Services to contribute to providing a high standard of care.
Our department contributes to the service delivery for continual improvements in the delivery of clinical services at Torbay and South Devon NHS Foundation Trust.
Detailed job description and main responsibilities
Ensure that an efficient and effective administrative support service is provided to the Department and contribute to the adjustment of plans and escalate unresolved issues to the Team Leaders.
To minute meetings, as required, ensuring all documents are sent prior to the meeting.
To train and coach staff to ensure compliance with Standard Operating Procedures.
Supporting the Admin Team Leaders in HR processes (RTW’s, 1:1’s).
To provide cover for the administration teams, in emergencies.
Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification.
Person specification
Qualifications
Essential criteria
- Educated to GCSE standard (Maths & English at a C or above)
- ECDL or Advanced computer skills qualification or evidence of proficiency in the use of Microsoft Office programmes and bespoke IT systems
- NVQ 3 Business and Administration or equivalent secretarial/PA experience
Desirable criteria
- Recruitment & Selection Training
- Unit 4
- Medical terminology
Knowledge and Experiance
Essential criteria
- Experience in co-ordinating and minuting complex meetings
- Evidence of problem-solving skills
- Customer Care
- Ability to work as part of a team
- Ability to work under pressure and prioritise workloads
Desirable criteria
- Experience in working within multi skilled teams
- Understanding of performance targets
- Knowledge of Emergency Department computer system
- Knowledge of hospital computer systems
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
- Emily Williams / Chantelle Adkins
- Job title
- Emergency Department Team Leader
- Email address
- [email protected]
- Telephone number
- 01803 656109
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