Medical secretary

Job Purpose: To ensure the provision of a comprehensive, confidential, accurate and timely secretarial and administrative service. Main Responsibilities: Provide an administrative service to the Service Manager and Deputy Service manager. This will involve the receiving and prioritising of incoming work, redirecting where necessary before passing to the Service Manager and Deputy Service Manager. Receive a variety of telephone calls on behalf of the Service Manager and Deputy Service Manager using initiative, tact and discretion to deal with matters where possible, taking messages and re-directing calls as appropriate. Liaise with staff from external agencies and internal departments. Type a wide variety of documents, using various IT packages/ Work can be done from manuscripts, copy, audio and dictation. Maintain and update the Service Manager and Deputy Service Manager diaries ensuring effective use of their time. Maintaining a B/F system for following up any outstanding queries, comments and actions. Ensure the Service Manager and Deputy Service Manager have all relevant papers when attending meetings and ensure all paperwork pertaining to these meetings is available and filed for easy retrieval and reference. Prepare papers and agendas for meetings as required. Attend and transcribe the minutes and distribute accordingly. Set deadlines for typing/checking the minutes and gathering agenda items to ensure timely distribution of paperwork. Co-ordinate the arrangement of meetings, visits, assessments and appointments for the Service Manager and Deputy Service Manager and colleagues, both internally and externally. Organise hospitality and/or overnight accommodation if required and make necessary transport arrangements. Inform the Visitors Reception of visitors entering the secure site of the hospital and arrange escort to the unit. Maintain comprehensive filing systems and operational knowledge of Datix/PACIS and EpEX, for information received by the Service Manager and Deputy Service Manager individual office, to ensure prompt retrieval of information. Receive and record all incoming mail and auto-forwarded e-mail transmissions. Prioritise the mail ensuring all issues of an urgent nature are brought to the Service Manager and Deputy Service Manager attention. On return of the mail, take any actions required as directed by the Service Manager and Deputy Service Manager. In the absence of the Service Manager and Deputy Service Manager, ensure that identified parties parties providing cover are kept informed and updated on any issues/queries and seek clarification on what information requires immediate action. Provide secretarial cover for absent colleagues. In line with Service requirements co-ordinate estates activity in relation to maintenance; office moves; confidential waste; porters and order equipment for the Service. In line with service requirements complete stock and non-stock requisitions for purchases and forward accordingly to the purchasing department. In line with service requirements maintain manual and electronic central recording systems on a continual basis. Order, receive and maintain stationery stocks and distribute accordingly. Receive and impart information of a serious criminal nature, to others who have a professional right to know. Contribute to general development initiatives and project work in line with Service requirements To be considered for this role you must have: Experience with minute taking Operational knowledge of Datix/PACIS and EpEX Audio typing skills A qualification in RSA III/Pitman Advanced typing/word processing or OCR Level 3 or demonstrate proven experience at this level. The role will be Hybrid, looking at 2-3 days office and remaining WFH to be agreed. Please apply for the role only if it s suitable for you, or if you have questions feel free to contact the office on 0161 233 8100 and ask for Cleo. Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK Ireland is an Equal Opportunities Employer. By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website. To speak to a recruitment expert please contact Cleo Barros