South Warwickshire University NHS Foundation Trust

Elective Division Personal Assistant

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Job summary

Personal Assistant to the Associate Chief Operating Officer Elective Division

To provide professional and confidential administrative support to the Associate Chief Operating Officer and the wider Elective Management Team.

Working with a multi disciplinary team to provide high quality patient care

Role also includes supporting the management team in responding to complaints and patient enquiries, maintaining risk and health and safety records within the division.

Flexible working arrangements are available and agile working is supported in line with service needs of the Division.

Main duties of the job

To provide a comprehensive, high level administrative and support service to the ACOO for Elective and Elective Divisional Team.

To manage committees, meetings and groups.

To work flexibly as a member of the Divisional PA Team, covering colleagues as and when required, to ensure a smooth, efficient and effective Divisional Support Service.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Date posted

19 September 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

203-EL504

Job locations

Warwick Hospital

Lakin Road

Warwick

CV34 5BW

Job description

Job responsibilities

Administrative and Support Service to Director of Nursing

Work with team members to organise and manage the ACOO office, using discretion when dealing with confidential and sensitive matters.

Provide a comprehensive and high level administrative and support service to the ACOO.

Manage and prioritise the workload effectively, including the following:

Electronic Mail and Post

Respond to routine correspondence on behalf of the ACOO.

Draft responses to complex correspondence for the ACOO to review.

Ensure urgent correspondence is brought to the ACOOs attention, or delegated to an appropriate member of staff.

Manage the ACOOs Diary

Ensure the diary is managed with effective use of time, and to meet organisational requirements, including rescheduling conflicting appointments and making appropriate travel arrangements.

Arrange meetings with large or small groups of people, coordinating with internal and external parties to negotiate dates and times, and ensuring details are communicated appropriately to relevant parties.

Meeting Arrangements

Plan and make arrangements for large meetings and seminars, liaising with internal and external staff to book venues, arrange programmes and speakers. Negotiate costs, ensuring the event stays within set budget.

Attend the event to ensure its smooth running, where appropriate.

Provide an administrative service for meetings including booking venues, preparing papers and taking minutes or notes for accurate transcription.

Undertake progress reporting on action items from meetings, liaising with ADO, general managers, and other internal and external staff.

Prepare PowerPoint presentations, and ensure equipment is set up ready to present.

Undertake regular testing of presentational equipment including data projection and computers.

Communication

Answer telephone calls from members of the public, members of Parliament, representatives from the media and external organisations, providing general non-clinical information about the Trust or directing the caller more appropriately.

Greet visitors to the department in a professional and courteous manner.

Offer hospitality as required.

Document Production

There is a regular requirements to produce accurate and professional documentation, in line with corporate style, including letters, reports, presentations, and minutes or notes of meetings. This includes advanced use of IT packages including Word, Excel, Outlook and PowerPoint.

Record Systems

Set up and maintain records for sickness and holiday absence of staff reporting to the ACOO.

Manage and maintain effective filing and bring forward systems.

Ordering

Responsible for maintaining stationery stocks and ordering supplies.

General Office Duties

Includes photocopying and reception duties.

Management of Committees, Meetings and Groups

To manage the arrangements for specific committees in line with agreed protocols, including:

Arranging the annual schedule of meetings, in discussion with the ACOO or Chair, along with an annual plan of business scheduled for those meetings.

Meeting with Chairs and appropriate Managers prior to each Committee meeting, to draw up the agenda and agree timings.

Ensuring reports are received within agreed deadlines, liaising with Trust and external staff as required.

Communicating effectively with all Committee members, and circulating agenda and supporting papers in line with agreed protocols.

Be comfortable taking both formal minutes and action and prepare draft minutes within 10 working days for approval by the Committee Chair.

Taking responsibility for progressing action items from meetings, liaising with ACOO, general managers and other staff, to ensure up to date position statements are available for following meetings.

Taking responsibility for ensuring governance requirements for the Committee are met in line with the Committees terms of reference.

Events

Organise Divisional events including Divisional AGM, Cancer Summits, CIP planning workshops.

Ensure venues are booked and catering is appropriate.

Ensure that people are properly informed and issues escalated to ACOO as necessary.

Administrative and Support Service to the Divisional Management Team

Work with other members of the Divisional Management Team to provide administrative and support service when required to the General Managers,Service Managers, including the following:

Record Systems

Manage and maintain relevant rotas on Healthroster on behalf of ACOO to ensure information is accurate and up-to-date.

Responsible for maintaining information for eExpenses. Ensuring documentation is checked and confirmed as appropriate.

Manage Diaries

Ensure the diaries are managed with effective use of time, and to meet organisational requirements including rescheduling conflictingappointments and making appropriate travel arrangements.

Meeting Arrangements

Plan and make arrangements for large meetings and seminars, liaising with internal and external staff to book venues, arrange programmes and speakers.

Ordering

Responsible for maintaining stationery stocks and ordering supplies.

Team Responsibilities

Work with other members of the team to ensure an effective service is provided, including:

Ensuring cross-cover arrangements are in place including cover with otherDivisional PAs.