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To be responsible for the provision of an effective high quality secretarial, administrative service to the team(s) and designated managers, to assist in the effective management of the department(s) responsibilities. To develop and maintain the electronic systems to facilitate the effective working across all areas within the Teams remit. To service designated meetings including taking minutes of meetings. Preparing and circulating papers and progressing issues on his/her own initiative.
To attend departmental/individual meetings with line manager.
To maintain diaries and arrange appointments as required.
To be first point of contact for telephone and written enquiries to the team and use own judgement to establish the validity and priority of the contact, providing general advice to clients, and others as appropriate. Liaising with referrers if further information is required and reporting back to the team with updated information.
To deal with the processing of internal/external mail, using own initiative and experience to priorities, respond and take action as necessary.
To prepare, collate and type statistical returns and data involving the importing of paper based patient information onto electronic based systems to produce information
To manage and be responsible for ensuring the Electronic Information System is kept up to date.
Team Secretary Job Description [cont]
To provide a comprehensive administrative support to the multi-disciplinary team ensuring they are provided with an efficient, effective and professional secretarial/administrative service.
To undertake word processing duties including the compilation of routine letters, assessments and reports.
Develop and maintain spreadsheets and prepare PowerPoint presentations etc.
To maintain current filing systems and develop new systems as appropriate, including responsibility for maintaining staff personal files.
To arrange meetings, prepare agendas and take minutes, taking any follow-up action as necessary, arrange and organise training, liaising with referrers if further information is required and reporting back to the team with updated information.
Free job description Team Secretary from the database of thousands of job descriptions
To maintain stationery stocks on behalf of the team.
To assist in the induction of new staff, providing advice and demonstrating workplace routines as appropriate.
To provide cover for other secretarial/administration staff during periods of heavy demand, sickness, absence and holidays.
Maintain the team’s personal records, including the recording and reporting of sickness/absence and the monitoring of annual leave on ESR.
Administer petty cash on behalf of the Team.
Authorise weekly timesheets for temporary staff.
Raise invoices for services provided by the team, liaising with the appropriate department.
Undertake photocopying and send facsimiles on behalf of the team. To transmit information electronically utilising the secure data exchange system
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Qualifications (Equivalent qualifications will be considered where their equivalency can be demonstrated)
1.1 Typing –
1.2 English Language
2.1 Excellent working knowledge of Microsoft Office, e-mail and internet
2.2 At least 12 months’ previous clerical/secretarial experience
2.3 Experience of servicing meetings, and minute taking
2.4 Audio typing
2.5 Previous experience of working with electronic information systems
Knowledge and Skills-Team Secretary Job Description
3.1 Minute Taking Skills
3.2 Ability to take minutes at meetings as required ensuring all relevant and key information is recorded accurately
3.2 Ability to organise and prioritise workload
3.3 Ability to meet deadlines and work under pressure
3.4 Ability to use own initiative whilst also working as part of a team
3.5 Highly developed keyboard skills requiring both speed and accuracy
3.6 Ability to pay attention to detail where there are frequent interruptions to the work pattern
3.7 Willingness to undertake further training/personal development
4.1 Awareness of Equality and Valuing Diversity Principles and understanding of Confidentiality
4.2 Ability to communicate with people at all levels
5.1 Ability to remain diplomatic and tactful at all times, particularly when receiving and imparting information of a sensitive nature.