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Secretary - P/A

Band 3

Main area
Human Resources - Occupational Health
Band 3
Full time - 37.5 hours per week
Job ref
Southampton General Hospital
£19,737 - £21,142 per annum
Salary period
18/04/2021 23:59
Interview date

Job overview

The occupational health team at the University Hospital Southampton NHS Foundation Trust (UHS) are delighted to be able to offer a fantastic opportunity for a customer focussed, friendly and enthusiastic individual, as part of our service. This role supports the Occupational Health (OH) team in continuing to deliver high quality OH services to all UHS staff and a variety of external partners and contracts including councils, education establishments and small businesses. We are a paper light office which means that majority of work involves a significant amount of computer work


We are a friendly supportive team who work hard to deliver the very best service to all of the users of our services. This is a great opportunity to be part of a friendly and supportive, award winning team. The OH department is at the forefront of changes and is innovative in the way that it delivers its service. 

Main duties of the job

You can read an overview of the main duties of the role in the section below: Job Description and Main Responsibilities.

To understand the role in more detail please read the full job description and person specification documents attached

Working for our organisation

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good’ by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care. 

We support flexible working and will consider requests taking into account the needs of the service. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

Detailed job description and main responsibilities


As a Secretary and P/A, you’ll be at the front of our high quality service 

Your role will involve:

  • To courteously and efficiently receive telephone enquiries from clients, and external agencies in relation to appointments and general enquiries, ensuring that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner.
  • To receive and process relevant incoming correspondence, paper and electronic, ensuring it is actioned appropriately within the
  • required deadlines.
  • Arrange, attend and minute meetings as required
  • Provide P.A duties for a number of Consultants including maintenance of diaries & clerical support as required


To be successful in this role you’ll need to demonstrate exceptional customer service and organisational skills, as well as having a keen eye for detail. If you’re looking to work in a fast paced, dynamic environment, and share our values of patients first, working together, and always improving, then we would love to hear from you.

We’re open 8am to 4pm Mondays to Fridays.

  • Minimum of 5 GCSEs at level C or above in academic or business related subjects including English and Maths, (or equivalent level of qualification).
  • Recent healthcare experience in a complex administrative environment
  • Proven experience of using of Microsoft
  • Word, Excel, power point and outlook to an intermediate level
  • Proven ability to learn other bespoke IT systems.
  • Ability to touch type , take dictation and minute meetings
  • At least RSA 2 or equivalent experience
  • Previous experience of using medical  terminology


Interviews will be held on Monday, 26 April 2021

Should you have any queries, please use the contact details below to get in touch.

Person specification


Essential criteria
  • Minimum of 5 GCSEs at level C or above in academic or business related subjects including English and Maths, (or equivalent level of qualification)
  • Recent healthcare experience in a complex administrative environment
  • Proficient in all aspects of Microsoft Office (word, excel, powerpoint and outlook)
  • Proven ability to learn other bespoke IT systems
  • Ability to touch type , take dictation and minute meetings
  • At least RSA 2 or equivalent experience
  • Previous experience of using medical terminology
Desirable criteria
  • Courses / further study attended
  • Diploma level education or can demonstrate equivalent experience
  • European Computer Driving Licence (ECDL)
  • RSA 3 or equivalent
  • Previous use of publisher


Essential criteria
  • Previous secretarial /PA experience of working with and to several managers
  • Awareness of importance and understanding of confidentiality
  • Recent and relevant secretarial /PA experience.
  • Specialised Occupational health or health database experience
  • Understanding of personal accountability
  • Logical and consistent work and career pattern
Desirable criteria
  • Previous OH eOPAS use
  • Existing user of NHS IT systems, e.g..Alden, eCamis etc. .
  • Experience of providing information in various formats
  • NHS experience linked to a clinical setting


Essential criteria
  • Able to work under pressure and to strict deadlines.
  • Prioritise and multi-task
  • Excellent interpersonal skills.
  • Able to work alone and with people at all levels within a team
  • Able to learn and assimilate complex information quickly
  • Attention to detail
  • Able to maintain objective reasoning at all times and to voice opinions where appropriate.
  • Able to cope with routine/mundane tasks
  • Ability to follow complex instructions
  • Demonstrates clarity and breadth in use of verbal and written communications in relation to our patient group

Special requirements

Essential criteria
  • Interest in the developing OH within the NHS.
  • Reliability – good time keeping
  • Able to work flexibly to accommodate peaks and troughs of activity
  • Proactive and imaginative contribution to resolving issues around everyday problems
  • Strong administrative and organisational experience
  • Friendly and approachable manner
  • Polite, sympathetic, patient and diplomatic
  • Able to get on with people and share knowledge with others
  • Able to work under pressure


Essential criteria
  • Able to demonstrate behaviours that meet the Trust Values Patients First
  • Able to demonstrate behaviours that meet the Trust Values Always Improving
  • Able to demonstrate behaviours that meet the Trust Values Working Together
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Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Denis Vaughan
Job title
Operations Manager
Email address
Telephone number
023 81205936

If you have problems applying, contact

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