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Free Job Descriptions

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Free Job description Departmental Secretary

Free Job description departmental secretary

Role Summary-Free Job description departmental secretary

To provide a secretarial service for managers and staff

 

To be responsible for the organisation and administration of secretarial support within the department  

 

Provide statistical input for the managers

Main responsibilities-Free Job description departmental secretary

Knowledge, Skills and Abilities-Free Job description departmental secretary

 

To sort, distribute and prioritise incoming mail and emails, using judgement and experience to decide which documents should be passed to management and which may be passed directly to other areas for action and information

 

To answer and respond to telephone calls and record accurate messages for managers, staff, menbers of the public and all outside agencies and to use own judgement to establish the priority of issues and take action as appropriate

 

To operate the answer phone and ensure it is functioning whenever there are no administrative staff present in the department

 

To devise office administrative procedures and to set up an efficient filing system for the Departments and to retrieve notes as requested.

 

To input on the current statistical system

 

 

To arrange appointments at the request of Staff sending out appointment letters and audio typing letters

 

To organise work placements for students, booking accommodation

 

To prepare and organise papers, to attend and contribute to meetings, and to type up minutes and distribute

 

To use word processing skills to transform information provided by the staff onto readable and professionally presented information sheets

 

To be responsible for prioritising own work load

 

To be aware of and adhere to current legislation and employer procedures relating to the post

 

To liaise with printing companies in all stages of procuring printed materials for the teams including obtaining quotes, obtaining proofs and proof reading for accuracy

 

To control and place orders for all stationery and equipment requirements using WAP aordering system, including ordering of all manuals for related training courses

 

Qualifications/Training

 

Good standard of education at GCSE or equivalent RSA Stage 2 typing/word processing qualification or equivalent

Computer literate

ECDL

 

Experience

 

Experience of working in a busy environment using both typing and administrative skills

 

Experience of managing spreadsheets

 

Knowledge

 

Able to use Word and Excel

 

 

Advanced keyboard skills

Understanding of the critical importance of confidentiality

 

Communication

 

To provide the first point of contact in the department for many telephone calls to the department. Such contacts may include staff, other agencies including private companies and professional associations.

 

To use judgement gained by experience to respond sensitively to patient inquiries when barriers to communication may exist

 

Personal & People Development

 

To participate in individual performance review and to identify personal development evidenced by a personal development plan

 

 

 

 

 

 

 

 

 

 

To make the best use of information technology including Windows software, to be involved with the changing technology as this becomes available and to attend relevant training and development in order to maintain skills and knowledge

 

3. Health, Safety & Security

 

To work within defined departmental and Sirona’s policies and procedures

 

4. Service Improvement

 

To devise office administrative procedures and to set up an efficient filing system for departments and to retrieve notes as requested

 

To use word processing skills to transform information provided by the therapists into readable and professionally presented information sheets

 

To develop new leaflets, forms and posters for each department as appropriate.

 

Quality

 

To be responsible for prioritising own work load

 

To be aware of and adhere to current legislation and employer procedures relating to the post

 

6. Equality & Diversity

 

To ensure the smooth and efficient running of the office, maintaining confidentiality at all times

 

 

To provide a complete secretarial and administrative service to include word processing, audio-typing, office filing, photocopying, faxing and the composition of letters.

 

To prepare straightforward responses to letters or phone calls as appropriate

 

To ensure the smooth and efficient running of the office, maintaining confidentiality at all times

 

To develop new leaflets, forms and posters for each department as appropriate.

 

To provide a central point of communication for other professionals and customers