Job summary
An exciting career development opportunity has arisen in the Women's and Children's Care Group as we are to appoint two Care Group Coordinators (full/ part time). We are looking for enthusiastic, highly organised individuals who will have excellent communication skills as they will often be the first point of contact for both internal as well as external inquiries. As these inquiries may come from various levels the ideal candidate will feel comfortable communicating with a wide range of people. The right candidate will also have excellent administrative skills and experience to prioritise effectively and to work in a busy and fast moving operational environment with many competing demands and deadlines.
In return we offer a great experience for someone to learn and develop their skill set by supporting preparation of performance and governance data reports, PA skills, preparing presentation and enhance their communication skills.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To create and maintain effective working relationships at all levels, internal and external to the Trust.
Manage highly sensitive and confidential information.
Deliver the key responsibilities of the role with a low level of supervision, and using initiative, experience and an innate ability to accept responsibility.
To provide administrative and organisational support to the Governance process within the Care Group.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- Providing a communication link for the Care Group, initiating the cascades of relevant information in any absence. This may involve persuasive, motivational and negotiating skills. Initiating the first response to urgent and important issues. Employ a consistently professional and confident approach, reflecting the Trust values at all times.
- Effectively manage the diaries of the Care Group Senior Leadership Team; prioritising meetings/appointments as directed where necessary, to ensure appropriate and optimum time management, allowing sufficient work/reflective time. Ensure that a rolling programme of performance and development reviews and 1:1 meetings are scheduled and monitored.
- Establish and maintain an effective, accurate and where appropriate confidential filing system for the Care Group ensuring files and specific information can be easily retrieved.
- Arranging meetings as required by the Care Group ensuring the relevant information is available and that arrangements are in place for the room reservation, equipment, and refreshments, if appropriate.
- Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes at specified formal meetings or committees, as required, in a timely fashion, ensuring that all follow-up action is taken. Assisting in the compilation and production of reports for the various Committees and meetings across the Trust.
- Using own judgement to compose emails and letters on behalf of the Care Group Senior Leadership Team, seeking approval of the wording where appropriate.
- Respond to internal queries, correspondence and telephone calls coming into the office, as directed, in a timely and professional manner.
- Undertaking tasks/projects, as required to support the Care Group, which may include obtaining and collating relevant information.
- To support the operational running of the Care Group as required.
- To take minutes and produce action plans.
- The corporate administration function does not observe rigid working hours and the post holder is expected to demonstrate flexibility in their working arrangement and resourcefulness in their approach to meeting deadlines.
Job description
Job responsibilities
- Providing a communication link for the Care Group, initiating the cascades of relevant information in any absence. This may involve persuasive, motivational and negotiating skills. Initiating the first response to urgent and important issues. Employ a consistently professional and confident approach, reflecting the Trust values at all times.
- Effectively manage the diaries of the Care Group Senior Leadership Team; prioritising meetings/appointments as directed where necessary, to ensure appropriate and optimum time management, allowing sufficient work/reflective time. Ensure that a rolling programme of performance and development reviews and 1:1 meetings are scheduled and monitored.
- Establish and maintain an effective, accurate and where appropriate confidential filing system for the Care Group ensuring files and specific information can be easily retrieved.
- Arranging meetings as required by the Care Group ensuring the relevant information is available and that arrangements are in place for the room reservation, equipment, and refreshments, if appropriate.
- Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes at specified formal meetings or committees, as required, in a timely fashion, ensuring that all follow-up action is taken. Assisting in the compilation and production of reports for the various Committees and meetings across the Trust.
- Using own judgement to compose emails and letters on behalf of the Care Group Senior Leadership Team, seeking approval of the wording where appropriate.
- Respond to internal queries, correspondence and telephone calls coming into the office, as directed, in a timely and professional manner.
- Undertaking tasks/projects, as required to support the Care Group, which may include obtaining and collating relevant information.
- To support the operational running of the Care Group as required.
- To take minutes and produce action plans.
- The corporate administration function does not observe rigid working hours and the post holder is expected to demonstrate flexibility in their working arrangement and resourcefulness in their approach to meeting deadlines.
Person Specification
Knowledge & Experience
Essential
- Demonstrable relevant PA/secretarial experience at service line/Divisional level
- IT skills
Desirable
- Dictaphone transcription demonstrable experience
Qualifications
Essential
- NVQ level 4 in related subject or diploma or equivalent demonstrable experience
Desirable
Aptitude & Abilities
Essential
- Articulate
- Effective communication and interpersonal skills
Person Specification
Knowledge & Experience
Essential
- Demonstrable relevant PA/secretarial experience at service line/Divisional level
- IT skills
Desirable
- Dictaphone transcription demonstrable experience
Qualifications
Essential
- NVQ level 4 in related subject or diploma or equivalent demonstrable experience
Desirable
Aptitude & Abilities
Essential
- Articulate
- Effective communication and interpersonal skills
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
