Job overview

We are looking for an experienced professional to lead our growing secretarial team. You should have established experience in the secretarial field as you will also have your own workload, but also lead the existing and newly recruited team members.

•        Follow the Delivering Performance process for their teams, consider training and development requirements. 

•        Support the clinical leadership team for sleep medicine, NIV and physiology with their administration requirements

•        Report directly to the Band 5 operations manager for sleep medicine, NIV and physiology and participate in acting up in their absence in collaboration with the Band 4 senior administrator.

•        Support and develop an effective induction process. 

•        Co-ordinate team leave, using Healthroster, and ensure appropriate service cover is maintained. 

•        Manage and monitor sickness absence of their team, reporting as necessary to Human Resources, Payroll and senior management. 

•        Manage the recruitment, selection and induction processes for new staff, carry out appraisals ensuring policies and procedures are followed.

•        Ensuring effective communication through regular team meetings. 

•        Monitor the work environment to meet health and safety standards and recommend areas of improvement. 

•        Manage order and monitor all equipment and supplies within the department considering budgetary guidelines.

Main duties of the job

•        Act as first point of contact on behalf of the Nurses, Healthcare Scientists and the Trust and deal effectively and courteously with all enquiries from GP’s, patients, other departments within the Trust and all other departments. 

•        Assess all enquiries and deal with effectively and respond appropriately.

•        Act as key point of contact for health service employees at all levels, both within the Trust and outside agencies. 

•        Transcribe from audio, copy type or shorthand (where appropriate), all clinical letters and other correspondence as required by the Nurses and team, ensuring layout, spelling, grammar and punctuation is consistent. 

•        Maintain a filing system that facilitates the effective running of the department.

•        Attend meetings as requested, taking minutes as appropriate.

•        Maintain secretarial procedure for department. 

•        To provide cover for MDTs during periods sickness or Annual leave.

•        Organise own work schedule, adapt the schedule as required to meet commitments to others within the agreed timescales and, where this is not achievable, give notification promptly with reasons to line manager.

•        Provide support to other members of the secretarial team and cross-cover during periods of annual or sick leave as required.

•        Opening of post, prioritising and passing on as appropriately. Drafting responses to routine enquiries as appropriate.

Working for our organisation

We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference’. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day.

Please note that if you require a Certificate of Sponsorship to work in the UK you must declare this on your application form, even if you currently have a certificate of sponsorship or a work permit for another role and are already working in the country.