Departmental Secretary

Job overview

The Laboratory Medicine Directorate is divided into several specialist departments including Automated Blood Sciences, Specialist Blood Sciences, Blood Transfusion, Point of Care Testing, Microbiology, Virology and Histology. These departments have laboratories at both the Northern General Hospital and the Royal Hallamshire Hospital in Sheffield and in some instances are also networked with other external NHS Trusts. The Directorate provides an analytical service that assists in the diagnosis of infection and disease in inpatients, outpatients, and community services in addition to offering specialist testing services to other hospitals.

This role sits within the Microbiology  and Virology Admin Team who provide admin support based at the Northern General Hospital and requires an experienced and proactive departmental secretary with a proven track record in team working in a hospital environment. The post holder must have a proven ability of working independently and take a proactive approach in their work.

Main duties of the job

• Provision of a flexible administrative support service across the department as required by workload demands and agree priorities in liaison with the Administration Lead and/or Laboratory Managers.
• In conjunction with line manager create, prepare, and format protocols, procedures and quality documentation for the department and directorate document control systems, i.e., Q-Pulse.
• Print and distribute sensitive reports.
• To participate in the audit of processes within the administration function as required by the Quality Management System to assist in the clinical governance of the service.
• To pass on the enquiry to and to take and pass on appropriate messages promptly and efficiently and in a methodical and professional manner.
• Arrange and service external, directorate and department meetings and in consultation with meeting chairs formulate agendas, co-ordinate papers, produce and distribute minutes of meetings and follow up action points arising.
• Maintain a high standard of accuracy with keyboard skills.
• Undertake photocopying, printing, scanning, sorting and distribution of documents to respective staff within the department.
• Demonstrate working procedures and communicate own knowledge and understanding to others and provide advice and guidance and basic training to less experienced staff.
• Undertakes other duties commensurate with grade, as and when required.

Detailed job description and main responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.