REF: CORP/ EMP22 v2
1.
JOB IDENTIFICATION
Job Title: Directorate Secretary
Grade: A&C3
Department(s): Strategic and Service Development
Post 1: Responsible to: Programme Director
Accountable to: Programme Director
Post 2: Responsible to: Deputy Director of Strategic and Service Development
Accountable to: Deputy Director of Strategic and Service Development
Post 3: Responsible to: Communications Manager
Accountable to: Communications Manager
JD Ref No: (for A4C office use) RP5/MI31
2.
JOB PURPOSE
To provide a comprehensive secretarial and administrative service to the Directorate
of Strategic and Service Development.
To set up and maintain directorate systems to implement Trust and Directorate
policies and procedures.
3.
MAIN DUTIES/RESPONSIBILITIES
3.1
Provide secretarial and administrative support to the Directorate of Strategic
and Service Development
3.2
Organise and schedule diary appointments
3.3
Screen telephone calls and deal with general enquiries
3.4
Use and maintain the electronic mailing system
3.5
Organise meetings, including booking rooms and catering, co-ordinating
agenda’s and papers and taking and distributing minutes
3.6
Typing including audio: minutes, forms, tables, reports, diagrams, templates etc.
Date issued (Month & Year)
1 of 6
REF: CORP/ EMP22 v2
3.7
Organise conferences and send out invite letters and programmes to
attendees
3.8
Set up and maintain filling systems in line with paperless office practices
3.9
Monitor use and order stationary supplies
3.10 Maintain and monitor personal files for Directorate staff, including annual leave
and sickness records. Update Electronic Staff Records (ESR)
3.11 Maintain directorate systems to implement Trust and Directorate policies and
procedures including financial governance records
3.11 Maintain the Cancer Education Training Modules Data Base
3.12 Communicate information to colleagues in the Trust and external organisations
including local media organisations, Primary Care Trusts, the
Specialised Commissioning Group and the Cancer Network
3.13 Work with the (other) Directorate Secretaries to maintain continuity of
service, including mutual sickness and holiday cover
3.14 Any other duties that maybe required by the Programme Director or Director of
Strategic & Service Development.
Health and Safety Responsibilities of Each Employee

To comply with safety instructions/policies laid down

To use in a proper and safe manner the equipment and facilities provided

To refrain from the wilful misuse or interference with anything provided in the
interests of health and safety and any action which might endanger you or
others

To report as soon as practicable all hazards and defects to your senior

To report as soon as practicable all accidents and untoward occurrences and
to ensure Accident/Incident Forms are completed

The employee shares with the employer the responsibility for suggestions to
alter the scope of the duties to improve the working situation

The prevention and control of infection is an integral part of the role of all
health care personnel. Staff members, in conjunction with all relevant
professionals will contribute to the prevention and control of infection through
standard infection control practices and compliance with the Trust's infection
control policies in order to ensure the highest quality of care to patients.
Date issued (Month & Year)
2 of 6
REF: CORP/ EMP22 v2
If your normal duties are directly or indirectly concerned with patient care you
must ensure you receive sufficient training, information and supervision on the
measures required to prevent and control risks of infection.
This job description is not intended to be a complete list of duties and responsibilities,
but indicates the main ones attached to the post. It may be amended at a future
time after discussion to take account of changing patterns of service and
management.
4.
SCOPE AND RANGE
There are 3 Directorate secretaries.
Secretary 1 will primarily provide secretarial and administrative support to the
Director of Strategic and Service Development and Communications Manager.
Secretary 2 will primarily provide secretarial and administrative support to the
Deputy Director of Strategic and Service Development, the Macmillan Lead Cancer
Nurse and the Strategic Development Manager.
Secretary 3 will primarily provide secretarial and administrative support to the
Programme Director and Associate Medical Director.
All secretaries will work with the other to maintain continuity of service, including
mutual sickness and holiday cover.
Date issued (Month & Year)
3 of 6
REF: CORP/ EMP22 v2
5. ORGANISATIONAL POSITION
Ian Greenwood
Director of Strategic
and Service
Development
Carole Donaldson
Programme Director
Jill Turner
Deputy Director,
Strategic & Service
Development
Hazel Brand
Communications
Manager
Directorate
Secretary
Directorate
Secretary
Lee English
Strategic
Development
Manager
Lesley Barnett
Lead
Macmillan
Cancer Nurse
Karen Leivers
Cancer Service
Improvement
Facilitator
Date issued (Month & Year)
4 of 6
Directorate
Secretary
Communications
Team
Medical
Photography and
Graphic Design
Team
REF: CORP/ EMP22 v2
6.
JOB DESCRIPTION AGREEMENT
Job Holder’s Signature:
Date:
Head of Department Signature:
Date:
Date issued (Month & Year)
5 of 6
REF: CORP/ EMP22 v2
Person Specification
Post Title:
Directorate Secretary in the Directorate of Strategic and Service
Development
Essential
Qualifications


Desirable
Good general education to 
GCSE level or equivalent
RSA Stage II typing/word
processing or equivalent


Experience




Interpersonal Skills





Organisational
Skills



Experience of coordinating and prioritising
own workload
Typing/word processing
experience (Microsoft)
Internet and IT experience
Experience of using
databases
Excellent telephone
manner
Display confidentiality, tact
and diplomacy
Excellent communication
skills, both oral and written
Ability to prioritise work
and meet tight deadlines
Friendly and
approachable
Smart appearance
Able to use own initiative
Is able to adapt quickly
and effectively to the
changing priorities of the
department and of the role
Date issued (Month & Year)
6 of 6




RSA Stage III
typing/word processing
or equivalent
European Computer
Driving Licence
RSA Stage II audio
typing or equivalent
Knowledge of
PowerPoint
presentations
Experience of minute
taking
Previous experience in a
hospital setting
Audio typing