Total 38 Administrative / Clerical job vacancies in Cirencester, Gloucestershire, GL7 1HS

Secretarial contracts admin Roofing Industry. Computer literate with admin skills related to construction generally.
Office based with driving licence.

Immediate or programmed start please send CV.

Contract: Fixed Term contract, term time only (to incl. INSET days) Hours: 37 per week Salary: G10, £24,702 - £25,979 FTE (£21,246-£22,344 pro rata)The RoleWe are seeking to appoint a full time Administrative Assistant to work within a busy team at Abbeywood Community School, from 2nd September 2024 on a 3 month fixed term contract (which may be extended).The successful candidate will possess excellent communication and organisational skills with the ability to work with Databases, Excel and Word. The successful candidate will: • be educated to a good standard, evidenced by 5 or more GCSE's (including Mathematics and English) at grade C or above (or equivalent qualifications) • have recent and relevant school based admin/reception experience • Willing to obtain a First Aid qualification. • be competent in the use of MS Office. • have a good telephone manner and have excellent customer service skills • be a confident communicator building professional relationships with stakeholders. • have high standards and attention to detail. • have the ability to work independently or in a team. • have the ability to remain calm and professional working under pressure.Our Philosophy as an Employer Our overarching aim and vision is for our schools to deliver an exceptional education for children and young people, ensuring that students have access to the highest standards of teaching, resources and learning opportunities. We are ambitious for our academies. We live in a demanding educational landscape that brings with it challenges, but also opportunities. We are excited by the opportunities for talented and inspirational educators to make an impact and create a powerful legacy. We seek applicants for our roles who can align with our vision and have the talent, drive and determination to deliver that vision successfully. We support all our schools with our leadership and management, school improvement, legal, financial, administrative, admissions, marketing, premises, safeguarding and HR expertise. We think our roles are tremendously exciting ones to perform supported by the expert Olympus team. We are inspired by our academies’ journey and consider it a great privilege to design and develop a 21st century school education. We will be very interested to hear your ideas and aspirations too. We are looking for staff who will deliver an exceptional education for the young people in our care. Benefits • Pension Scheme • Annual pay progression opportunities • Cycle to Work Scheme • Corporate membership of Bristol Zoo Project at reduced rates • Free onsite parking • Coaching/Counselling services • Termly and annual staff recognition and awards scheme • Employee Assistance Programme
Closing date: Wednesday 10th July 2024Interview date: As soon as possible following closing dateThe Olympus Academy Trust - Abbeywood Community School is committed to safeguarding and promoting the welfare of children, and applicants will be required to undergo security and vetting processes appropriate to the post, including checks with past employers and an enhanced disclosure through the Disclosure & Barring Service. We have a suite of safeguarding procedures, policies and guidance for all of our staff and volunteers to ensure we actively promote children and young people’s welfare and safety. Moreover, as part of the safer recruitment process we will carry out online searches as part of the recruitment process. Details of online accounts will be requested at application stage. We apply Equal, Diversity and Inclusion at all stages of recruitment and selection. We carry out shortlisting, interviewing and selection without regard to age, disability, gender reassignment status, marriage or civil partnership status, pregnancy or maternity, race or nationality, religion or belief, sex or sexual orientation. Those with disabilities meeting the minimum requirements for the post will be shortlisted and will make reasonable adjustments to ensure they are not disadvantaged during the interview process. We particularly welcome applications from Black, Asian and Minority Ethnic candidates, as they are under-represented within the Trust. We offer the opportunity of flexible working patterns where possible to assist with a work/life balance and welcome applications from people wishing to work on a part-time or job share basis for all roles including full time. We are happy to discuss flexible working from day one.

Role: Business Support Admin

Location: Gloucester

Salary: £15.89 per hour

Full time Monday to Friday 37 hours per week

About the role

Provide administrative support to the Business Support Team Leader. Working with all discipline areas of the ND business to gather in, analyse and share outwards various information. Provide support, analysis and delivery for business improvements as identified during the business planning process

Principal Accountabilities of the role

• Interface with all areas of the ND business to gather and share information
• Ownership and maintenance of ND distribution lists
• Monitor training role compliance within the function, provide monthly analysis to business support team leader, and report production to governance meetings
• Support function with organisational learning, training, condition reports and trend analysis etc.
• Aid in maintenance of internal intranet pages (eNZO)
• Monitor new starters onboarding into ND
• Assist in monitoring ND post training profiles, providing support to the function were necessary
• Use of information management systems (AMS & CDMS), and provide support within the function

Knowledge, Skills and Qualifications

Qualifications and Experience

• Strong academic record including education to A level or equivalent and or proven administrative experience
• Excellent IT skills including MS Office Excel, PowerPoint, and Word - ability to quickly learn new systems/programmes
• Some experience using SAP, however not essential
• Excellent communications skills - communicates in an open, clear, and meaningful manner
• Good organisational skills, attention to detail and accuracy
• Good time management skills and ability to work independently
• Good problem-solving skills and strong interpersonal skills

• Numerically proficient - comfortable with models and calculations

• A flexible approach with the ability to multi-task and work on own initiative
• Strong relationship building and interpersonal skills
• Experience in taking data and useful product/output

Key Competencies

• Collaborative working behaviours, able to work as part of a team
• Ability to develop and maintain effective relationships within own team and in the wider business
• Process development and efficiency/effectiveness improvements
• Insightful personality - sharing a fact-based approach to discussions and decisions
• Positive attitude and behaviour, proactive and flexible approach
• Manages own time and is organised (punctual and reliable), delivering tasks to time and quality constraints

Manpower UK is acting as an Employment Business in relation to this vacancy.

The main duties of this role are To ensure that all patients case-notes are prepared and available in advance of the clinic in accordance with procedure To receive patients at reception and ensure that all patient demographic details are update both on HIS and in the case-notes. To book all patient follow-up appointments in accordance with clinic rules and deal with enquiries from the general public and other disciplines of staff regarding clinic bookings. To be responsible for the recording of all clinic outcomes and other information within agreed deadlines. To ensure case-notes are transported between areas in a secure and confidential manner in line with Caldicott guidance. To assist members of the medical and nursing staff with any queries during the course of the clinic. Deal with walk-in patients to clinic, ensuring that the patients case-notes are obtained and transported as quickly as possible. Provide outpatient clinic lists and booking summaries for consultants and nursing staff and produce patient labels as required. Action departmental post in a timely manner and ensure that all consultant correspondence is taken into clinic and returned to the appropriate person following clinic. Liaise with the Transport Department to ensure the deadlines for receipt and dispatch of case-notes is strictly adhered to. To provide cover when necessary. Receive and process telephone messages in accordance with instructions Utilise the Trusts IT resources appropriately and in adherence to policies and procedures Maintain accurate, timely and legible records Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the Trust. The records may be paper, electronic, microfiche, audio or videotapes, x-ray images. Demonstrate effective communication using the spoken word to influence outcomes Demonstrate awareness and sensitivity of patients with hearing difficulties and where patients language is not English To provide any other duties that may be required relevant to this grade.

Contract: Fixed Term contract, term time only (to incl. INSET days) Hours: 37 per week Salary: G10, £24,702 - £25,979 FTE (£21,246-£22,344 pro rata)The RoleWe are seeking to appoint a full time Administrative Assistant to work within a busy team at Abbeywood Community School, from 2nd September 2024 on a 3 month fixed term contract (which may be extended).The successful candidate will possess excellent communication and organisational skills with the ability to work with Databases, Excel and Word.
The successful candidate will:
• be educated to a good standard, evidenced by 5 or more GCSE's (including Mathematics and English) at grade C or above (or equivalent qualifications)
• have recent and relevant school based admin/reception experience
• Willing to obtain a First Aid qualification.
• be competent in the use of MS Office.
• have a good telephone manner and have excellent customer service skills
• be a confident communicator building professional relationships with stakeholders.
• have high standards and attention to detail.
• have the ability to work independently or in a team.
• have the ability to remain calm and professional working under pressure.Our Philosophy as an Employer
Our overarching aim and vision is for our schools to deliver an exceptional education for children and young people, ensuring that students have access to the highest standards of teaching, resources and learning opportunities.
We are ambitious for our academies. We live in a demanding educational landscape that brings with it challenges, but also opportunities. We are excited by the opportunities for talented and inspirational educators to make an impact and create a powerful legacy.
We seek applicants for our roles who can align with our vision and have the talent, drive and determination to deliver that vision successfully. We support all our schools with our leadership and management, school improvement, legal, financial, administrative, admissions, marketing, premises, safeguarding and HR expertise.
We think our roles are tremendously exciting ones to perform supported by the expert Olympus team. We are inspired by our academies’ journey and consider it a great privilege to design and develop a 21st century school education. We will be very interested to hear your ideas and aspirations too. We are looking for staff who will deliver an exceptional education for the young people in our care.
Benefits
• Pension Scheme
• Annual pay progression opportunities
• Cycle to Work Scheme
• Corporate membership of Bristol Zoo Project at reduced rates
• Free onsite parking
• Coaching/Counselling services
• Termly and annual staff recognition and awards scheme
• Thrive Mental Wellbeing App
• Employee Assistance ProgrammeClosing date: Monday 17th June 2024Interview date: As soon as possible following closing dateThe Olympus Academy Trust - Abbeywood Community School is committed to safeguarding and promoting the welfare of children, and applicants will be required to undergo security and vetting processes appropriate to the post, including checks with past employers and an enhanced disclosure through the Disclosure & Barring Service. We have a suite of safeguarding procedures, policies and guidance for all of our staff and volunteers to ensure we actively promote children and young people’s welfare and safety. Moreover, as part of the safer recruitment process we will carry out online searches as part of the recruitment process. Details of online accounts will be requested at application stage.
We apply Equal, Diversity and Inclusion at all stages of recruitment and selection. We carry out shortlisting, interviewing and selection without regard to age, disability, gender reassignment status, marriage or civil partnership status, pregnancy or maternity, race or nationality, religion or belief, sex or sexual orientation. Those with disabilities meeting the minimum requirements for the post will be shortlisted and will make reasonable adjustments to ensure they are not disadvantaged during the interview process. We particularly welcome applications from Black, Asian and Minority Ethnic candidates, as they are under-represented within the Trust.
We offer the opportunity of flexible working patterns where possible to assist with a work/life balance and welcome applications from people wishing to work on a part-time or job share basis for all roles including full time. We are happy to discuss flexible working from day one.

Contract: Fixed Term contract, term time only (to incl. INSET days) Hours: 37 per week Salary: G10, £24,702 - £25,979 FTE (£21,246-£22,344 pro rata)The RoleWe are seeking to appoint a full time Administrative Assistant to work within a busy team at Abbeywood Community School, from 2nd September 2024 until 31st August 2025.The successful candidate will possess excellent communication and organisational skills with the ability to work with Databases, Excel and Word.
The successful candidate will:
• be educated to a good standard, evidenced by 5 or more GCSE's (including Mathematics and English) at grade C or above (or equivalent qualifications)
• have recent and relevant school based admin/reception experience
• Willing to obtain a First Aid qualification.
• be competent in the use of MS Office.
• have a good telephone manner and have excellent customer service skills
• be a confident communicator building professional relationships with stakeholders.
• have high standards and attention to detail.
• have the ability to work independently or in a team.
• have the ability to remain calm and professional working under pressure.Our Philosophy as an Employer
Our overarching aim and vision is for our schools to deliver an exceptional education for children and young people, ensuring that students have access to the highest standards of teaching, resources and learning opportunities.
We are ambitious for our academies. We live in a demanding educational landscape that brings with it challenges, but also opportunities. We are excited by the opportunities for talented and inspirational educators to make an impact and create a powerful legacy.
We seek applicants for our roles who can align with our vision and have the talent, drive and determination to deliver that vision successfully. We support all our schools with our leadership and management, school improvement, legal, financial, administrative, admissions, marketing, premises, safeguarding and HR expertise.
We think our roles are tremendously exciting ones to perform supported by the expert Olympus team. We are inspired by our academies’ journey and consider it a great privilege to design and develop a 21st century school education. We will be very interested to hear your ideas and aspirations too. We are looking for staff who will deliver an exceptional education for the young people in our care.
Benefits
• Pension Scheme
• Annual pay progression opportunities
• Cycle to Work Scheme
• Corporate membership of Bristol Zoo Project at reduced rates
• Free onsite parking
• Coaching/Counselling services
• Termly and annual staff recognition and awards scheme
• Thrive Mental Wellbeing App
• Employee Assistance ProgrammeClosing date: Monday 17th June 2024Interview date: As soon as possible following closing dateThe Olympus Academy Trust - Abbeywood Community School is committed to safeguarding and promoting the welfare of children, and applicants will be required to undergo security and vetting processes appropriate to the post, including checks with past employers and an enhanced disclosure through the Disclosure & Barring Service. We have a suite of safeguarding procedures, policies and guidance for all of our staff and volunteers to ensure we actively promote children and young people’s welfare and safety. Moreover, as part of the safer recruitment process we will carry out online searches as part of the recruitment process. Details of online accounts will be requested at application stage.
We apply Equal, Diversity and Inclusion at all stages of recruitment and selection. We carry out shortlisting, interviewing and selection without regard to age, disability, gender reassignment status, marriage or civil partnership status, pregnancy or maternity, race or nationality, religion or belief, sex or sexual orientation. Those with disabilities meeting the minimum requirements for the post will be shortlisted and will make reasonable adjustments to ensure they are not disadvantaged during the interview process. We particularly welcome applications from Black, Asian and Minority Ethnic candidates, as they are under-represented within the Trust.
We offer the opportunity of flexible working patterns where possible to assist with a work/life balance and welcome applications from people wishing to work on a part-time or job share basis for all roles including full time. We are happy to discuss flexible working from day one.

The post holder will provide administrative and secretarial support to the Resuscitation Service. To handle all incoming telephone calls, mail and emails taking appropriate action where necessary, ensuring outgoing mail is dispatched timely. To undertake the typing and distribution of general correspondence such as letters, memos, reports, email and policies as required. Arrange venues and produce agendas, distribute and take minutes; initiate action for meetings as appropriate. Will be the first line of contact with other agencies and Trust Staff as and when necessary, to organise training. Communicate/liaise with in/external faculty and candidates, for the Resuscitation Council UK (RCUK) accredited ALS, eILS and ePILS courses. Liaise directly with RCUK and Advanced Life Support Group (ALSG) to register the Trust courses and facilitate the delivery of all RCUK and ALSG accredited courses. This will involve uploading information onto external host sites and utilising different learning management systems. Provide the necessary administration support to run the courses. Answer telephone queries and provide information regarding resuscitation Services training sessions. Photocopying as requested/required. Update and maintain the departments intranet site. Input and maintain accurate training records, liaising closely with colleagues in the Learning and development Team using the Trust WWL Learning Hub.

To summarise, this role will provide administrative support to the R&I Department Senior Managers; Head of R&I Professional Service, Research Matron and the Academic Services Manager including co-ordination of diaries, planning meetings, circulation of papers Provide clerical support to the R&I Department Professional Services team including co-ordination of diaries, planning meetings, circulation of papers Provide support with procurement orders. Systematic filing of documentation within the Trust electronic shared drive and the EDGE platform Assist with maintaining good communication both with the Trust and externally. The post holder will be a self-motivated individual with the ability to work flexibly within a team and work on own initiative, adaptable to change, making decisions where appropriate, with the ability to prioritise and organise own workload with some supervision. Commitment to team working and to have respect and consideration for the skills of others. Must be self-motivated to undertake continuing professional development (CPD). Key result Areas are; Liaising with Sponsors and Trials Units Uploading and maintaining filing electronically. Arranging appointments as necessary, to keep diaries up to date. Receiving sorting and distribution of external and internal post. Key Relationships are; R&I Professional Services team R&I delivery teams GHNHSFT support departments Estates Department (GMS) Creditor Payments (Gloucestershire Shared Services) Procurement (Gloucestershire Shared Services) Members of staff within Trials Units Partners within Gloucestershire Integrated Care System

Acorn by Synergie is seeking an Engineering Admin Support Scheduler for a client offering an exciting permanent opportunity for an individual with an engineering background. Office based in Gloucestershire.

Must have good excel experience and have worked in a production background

Salary up to £32,00 for the right person

Monday - Thursday 07:45 - 16:30

Friday 07:45 - 15:30

Job role:

* Booking in of Sales Order

* Raising Production Paperwork (excel based documents)

* Amending Sales Order when required

* Updating due date when changed by the customer

* Booking in Drawing to the Quality Manage System

* Purchasing of materials (when needed)

* Progressing supplier orders

* There would be a requirement to go on the shop floor as various checks may be required to confirm work arriving in.

* An engineering background would be essential and preferably experience in welding/ fabrication.

Benefits:

* 25 Days Holiday + Bank Holidays

* 6% Pension Contribution

* Free parking

Acorn by Synergie acts as an employment agency for permanent recruitment.

Proud member of the Disability Confident employer scheme

The main duties of this role are Audio typing using the Digital Dictation System, photocopying and the composition of letters. Sorting, prioritising, processing and distribution of incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information. Ensuring accurate and up-to-date inputting of information onto all Trust patient systems (PAS, ORMIS, EPR, Digital Dictation). General office management duties (photocopying, scanning, emailing documentation) as required. Assist other Clinical Secretaries with their workload Promote the dissemination of quality patient information. Provide non-clinical advice and information to patients/clients/relatives Knowledge of a full range of secretarial procedures and software programmes (PAS, theatre, EPR, digital dictation) and their application to improve service efficiency and effectiveness. Understanding of medical terminology and a willingness to assist colleagues with transcription outputs. Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source. Assist in new staff induction together with the identification and support of their training requirements. Facilitate a supportive learning environment that enables all members of the secretariat team to develop. Recognise the effective utilisation of all appropriate development resources and opportunities. Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues. Recognise and accept responsibility for own personal development. Supervising administration support and work experience students ensuring an effective office system is maintained. Providing cover for the work of absent secretaries, including across sites, when necessary

​​Personal Trainer

Nuffield Health Gloucester FWC | Fitness | Permanent Contract | Full time

From £26,108.16 up to £36,167.04 OTE, depending on skills and experience

If you're a Personal Trainer who's ambitious and caring, you'll love being a part of Nuffield Health. As the UK's largest Healthcare Charity, we offer somewhere you can grow while you're making a lasting difference to people's lives. Plus, we'll give you paid holiday and you won't have to pay a fee to train clients at our facilities.

As a Personal Trainer at our Fitness and Wellbeing Club, you're confident, outgoing and approachable. Whether you've been training for a while or just recently qualified, it's important that you've achieved REPs Level 3 or CIMSPA Practitioner (or above). A natural communicator, you're great at listening, understanding and explaining things.

As a Personal Trainer, you will:

• Have full access to Nuffield Health's incredible range of services.

• Connect with and motivate members to reach their fitness goals and maintain a healthier lifestyle.

• Be confident about delivering a range of sessions and consultations.

• Carry out high-quality inductions, Personal best programmes, group and personal training sessions, and general gym duties.

• Enjoy clear career progression with unrivalled opportunities to move onwards and upwards.

• Explore opportunities to progress into a Wellbeing Lead and management roles.

• Have the opportunity for further training from the in house Personal Best program, upskilling to Les Mills instructor and group cycle, plus additional CPD opportunities.

Salary is based on 40 hours a week, made up of 32 Hours gym floor with 8 hours of PT sessions. As your client base grows, you will drop your gym floor hours to maximise your PT earning potential of up to £36,167.04 OTE.

Whilst on probation all contracts will be a minimum of 24 gym floor hours, this is to ensure you earn a guaranteed minimum salary. Your earning will increase as you establish your PT clients and improve your earning potential.

PT sessions have a sliding scale, the more you deliver the more your take home earning potential is.

Helping you feel good.

We want you to love coming to work, feeling healthy, happy and valued. That's why we've developed a benefits package with you in mind. From free private healthcare to gym membership, a cycle to work scheme and more. At Nuffield Health, we take care of what's important to you.

Join Nuffield Health and create the future you want, today.

If you like what you see, why not start your application now? We consider applications as we receive them and reserve the right to close adverts early (for example, where we have received an unprecedented high volume of applications). So, it's a good idea to apply right away to ensure you're considered for this role.

It starts with you.

Proud member of the Disability Confident employer scheme

- Providing a comprehensive secretarial and administrative service to the Clinical Endoscopist team. - Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians. - Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity - Regularly informing the secretarial supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc - Managing the pathway for patients referred in under the two-week wait ensuring they are monitored to minimise/avoid breach - Supporting the achievement of Trust performance by ensuring administrative standards are met e.g. typing times, test results passed to clinician and any potential 52 week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach. - Ensuring all clinic and endoscopy list cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy. - Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition - Typing detailed medical reports when necessary - Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc. - Ensuring incoming post and results is sorted, any appropriate action taken and passed to the relevant team member on a daily basis - If appropriate to the role, booking follow-up appointments as requested by the clinical team, including negotiation of dates with the patient and creating correspondence - Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate Please see attached Job Description for more information.

​​Personal Trainer

Nuffield Health Gloucester FWC | Fitness | Permanent Contract | Full time

From £26,108.16 up to £36,167.04 OTE, depending on skills and experience

If you're a Personal Trainer who's ambitious and caring, you'll love being a part of Nuffield Health. As the UK's largest Healthcare Charity, we offer somewhere you can grow while you're making a lasting difference to people's lives. Plus, we'll give you paid holiday and you won't have to pay a fee to train clients at our facilities.

As a Personal Trainer at our Fitness and Wellbeing Club, you're confident, outgoing and approachable. Whether you've been training for a while or just recently qualified, it's important that you've achieved REPs Level 3 or CIMSPA Practitioner (or above). A natural communicator, you're great at listening, understanding and explaining things.

As a Personal Trainer, you will:

• Have full access to Nuffield Health's incredible range of services.

• Connect with and motivate members to reach their fitness goals and maintain a healthier lifestyle.

• Be confident about delivering a range of sessions and consultations.

• Carry out high-quality inductions, Personal best programmes, group and personal training sessions, and general gym duties.

• Enjoy clear career progression with unrivalled opportunities to move onwards and upwards.

• Explore opportunities to progress into a Wellbeing Lead and management roles.

• Have the opportunity for further training from the in house Personal Best program, upskilling to Les Mills instructor and group cycle, plus additional CPD opportunities.

Salary is based on 40 hours a week, made up of 32 Hours gym floor with 8 hours of PT sessions. As your client base grows, you will drop your gym floor hours to maximise your PT earning potential of up to £36,167.04 OTE.

Whilst on probation all contracts will be a minimum of 24 gym floor hours, this is to ensure you earn a guaranteed minimum salary. Your earning will increase as you establish your PT clients and improve your earning potential.

PT sessions have a sliding scale, the more you deliver the more your take home earning potential is.

Helping you feel good.

We want you to love coming to work, feeling healthy, happy and valued. That's why we've developed a benefits package with you in mind. From free private healthcare to gym membership, a cycle to work scheme and more. At Nuffield Health, we take care of what's important to you.

Join Nuffield Health and create the future you want, today.

If you like what you see, why not start your application now? We consider applications as we receive them and reserve the right to close adverts early (for example, where we have received an unprecedented high volume of applications). So, it's a good idea to apply right away to ensure you're considered for this role.

It starts with you.

Proud member of the Disability Confident employer scheme

Key Result Areas Transcription - Coordinating the distribution of transcription throughout the various teams, ensuring that the work is equally distributed and is undertaken accurately and in a timely manner - Supervise the secretaries and audio typists to ensure that all typing, patient communication and medical legal reports are produced accurately, in accordance with local and national guidelines and dispatched in a timely manner - Assist the Unit Coordinators in the provision of training where required and when correspondence does not reach required standards - Undertake transcription responsibilities within a nominated team Outcomes and Results - Assist the Unit Coordinators to ensure that results, correspondence and patient queries are dealt with accurately and promptly. - Ensure through effective supervision and coaching of the secretaries that the necessary action is taken for patients that are required to attend for further investigations, outpatient attendances, x-ray, blood tests etc., and ensure systems of work are in place to ensure the results are shared in a timely manner with the relevant clinician Additional Responsibilities: - Assist the Unit Coordinators with the management of Appraisals and Mandatory Training, ensuring timely compliance with Trust targets - Frequent contact with secretarial / audio typing teams to ensure progress of work and help resolve queries / issues - To highlight bottlenecks within the service, communicating regularly with the Unit Coordinators, and where possible, suggesting and implementing solutions - The post holder must at all times respect patient confidentiality in line with the requirements of the General Data Protection Regulation (GDPR), and abide by all Statutory and Trust policies and procedures - The post holder will be expected to work without direct supervision and will be expected to liaise and communicate as appropriate with various disciplines. - The post holder will be required to undertake any other duties according to the needs of the service. This job description is not intended to be an exhaustive list of activities, but rather an outline on the main areas of responsibility. Any reasonable changes will be discussed and agreed with the post holder before variations to the job description are made Knowledge Skills and Experience Required - Educated to GCSE grade C or above (or equivalent) in literacy and numeracy - Medical Secretary Diploma or equivalent experience - Experience of / or a qualification in medical terminology - RSA level 3 or able to demonstrate equivalent skill (proficient and accurate audio typing skills minimum 60wpm) - Proven supervisory experience - An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls - Excellent interpersonal skills for dealing with people internal and external to the organisation - Excellent written and verbal communication skills with a good command and understanding of English, punctuation and grammar - Ability to work flexibly within a team - Ability to use own judgement and initiative - Ability to identify and advise on training needs - Excellent IT skills; good working knowledge of MS Office to include Word, Access & Excel - Good working knowledge of TRAK, Infoflex & other related systems - Good attention to detail with ability to multitask - Ability to work well under pressure, prioritise workload effectively and resolve unforeseen problems as they occur Communication and Working Relationships General Managers Deputy & Assistant General Managers Secretarial / Admin staff Unit Coordinators Consultants and multi-disciplinary teams Ward Staff Health Records staff Central Booking Office staff Systems Management teams: IM&T, Trak Physical / Mental / Emotional Effort and Working Conditions - Use of Visual Display Unit (VDU) on a daily basis - Requires frequent spells of concentration through a work pattern which can be unpredictable. Priorities often change during the day and there is a need to be very flexible in order to change direction throughout the day - Managing conflicting priorities - Occasional exposure to distressing or emotional circumstances, e.g. dealing with distressed patients

KNOWLEDGE, SKILLS & EXPERIENCE - Educated to GCSE grade C or above (or equivalent) in English & Maths - IT experience of Microsoft Office packages - IT capable to ensure proficient use of hospital computer systems - An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls - Proven organisational skills with the ability to prioritise workload and ability to work to deadlines in line with Trust targets - Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar - Good interpersonal skills for dealing with people internal and external to the organisation - Ability to work flexibly within a team - Ability to work quickly and accurately - Ability to use own judgement and initiative as appropriate GENERAL DUTIES - Providing a comprehensive secretarial support to a busy consultant surgeon whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations. - Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Secretarial Supervisor. - Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients. - Overseeing and managing elective waiting lists for inpatient and outpatient care alongside the utilisation of theatre lists. - Checking of clinic outcomes to ensure accuracy - To work with the Central Booking Office to ensure that clinics are utilised to capacity. SPECIALITY SPECIFIC SUPPORT - Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc - Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor. - Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc. - Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals etc SERVICE IMPROVEMENT - Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements. - Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements. - As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. TEAM WORKING - To work cohesively with colleagues to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards - To cover colleagues during absences/annual/sick leave as directed by lead management. You may also be required to undertake job rotation for cross cover as well as for development and training purposes. - Undertaking routine office duties including electronic note tracking, photocopying, faxing, and filing of correspondence and results and maintenance of records - Assist in the training and induction for new and existing colleagues - Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate - Liaise with relevant team members to ensure that any process changes run smoothly and efficiently. - Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager. COMMUNICATIONS & WORKING RELATIONSHIPS - Medical staff both junior and senior including consultants - Nursing staff - Patients, carers and relatives - Other medical secretaries/ward clerks - Outpatient staff - Health Records - Pathology - Radiology - GPs and GP practices - Management, including Lead Co-ordinator and General Management team - Other NHS organisations - External bodies, such as solicitor practices, DVLA, social services, police, coroner's office etc PERSONAL DEVELOPMENT - Fully participate in the Trusts appraisal system review and personal development planning process on an annual basis (for an apprentice this may be more often) - Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process - Achieve and demonstrate agreed standards of personal and professional development within agreed timescales - Contribute positively to the effectiveness and efficiency of the teams in which he/she works - Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies PHYSICAL EFFORT & WORKING - Movement of medical notes on a daily basis (Manual Handling Training Provided). This can range from one set of notes to bags weighing up to 15kg - Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours. - Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), will be sitting at the desk all day. - Dealing with sensitive and confidential information - The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when audio-typing. Priorities can change during the day. NB This job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities, but is a good guide for information to the job. It will be periodically reviewed in the light of developing work requirements in the department. The officer in the post will be expected to contribute to that review.