Personal Assistant to Deputy Director of Nursing

Job description

Job responsibilities

The post holder must be comfortable working with varied professional groups.

At all times the post holder will be dealing with matters of a highly confidential and sensitive nature which should not be divulged to another or discussed with other colleagues unless absolutely necessary.

The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion.

Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.

Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints.

Act as first point of contact for all communications and deal with all such communications appropriately, including exchange of sensitive information.

Maintain constructive relationships with a broad range of internal and external stakeholders.

To provide a comprehensive Personal Assistant service, including secretarial service, to the Deputy Directors of Nursing to enable them to carry out their duties in an effective and efficient manner.

Prepare and distribute agendas and papers for formal committee meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken. This is a key part of the role and the post holder must be confident and capable of taking minutes at committee and board level.

Organise/co-ordinate events as required (organising the venues, catering, delegate packs, attendee lists, etc) for conferences, workshops and training days.

Work closely with the other staff to ensure that there is cover for the Senior Nursing Team during any planned absences, as well as co-ordinating with other staff as appropriate.

Provide specific support to the Directors with the administration of the Appraisal process, other regulations and processes.

Respond to all queries, correspondence and telephone calls received in the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Director(s) as appropriate with any relevant.

supporting information.

Receive and screen all incoming mail, obtaining any relevant background information. On behalf of the Director(s) prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary, ensuring that delegated Heads of draft an appropriate response, setting deadlines to ensure the Director(s) has sufficient time to review draft.

Manage emails, ensuring briefings and follow up actions take place and deadlines met. Manage the Directors email housekeeping.

Sign post on behalf of the Director(s), in their absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the Trust in order to meet deadlines, provide solutions and avoid disruptions.

Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.

Effectively manage diaries; prioritising meetings/appointments, as necessary, ensuring the Directors have sufficient work/reflective time.

Organise conferences/events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.

Undertake specific project work as requested by the Director(s).

Ensure that the Directors are appropriately briefed in advance of scheduled meetings/events, responsibilities will include:

Obtaining briefings from senior staff within the Trust and other sources, as appropriate.Gathering and extracting information from a range of sources.Researching and preparing presentations.Interpreting results.Completing progress reports, as directed.

Co-ordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Director(s) have relevant information.

Ensure that any goods ordered/booked (including travel and accommodation) are within budgetary constraints and reflect value for money and the most cost effective arrangements. Ensure that travel claims are submitted within the required timescale.

Maintain an effective bring forward system, ensuring the Directors receive papers etc.at appropriate times and that deadlines are adhered to and action is taken as appropriate.

Establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.

Optimise IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.

Work independently on all aspects of the role, managing own workload and exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance.

Assist other staff at all levels in the use and development of office machinery and equipment and the use of specific IT applications to support their work and the development of their skills set.

Person Specification

Educations, Training and Qualifications

Essential

• Educated to GCSE Level Education or equivalent.
• IT skills or equivalent experience, i.e., Microsoft Word, Excel, PowerPoint & Outlook,
• NVQ III Business Administration or equivalent
• Level Education or equivalent. X RSA II - III Typing

Desirable

• Shorthand

Knowledge and Experience

Essential

• Substantial previous secretarial/administrative experience
• IT skills or equivalent experience, i.e., Microsoft Word, Excel, PowerPoint & Outlook,

Desirable

• Previous employment within the NHS

Skills

Essential

• Effective communication skills
• Ability to work on own initiative and work without supervision
• Work well under pressure and to work to deadlines
• Knowledge of full range of secretarial procedures
• Able to participate as part of a team
• Able to handle sensitive information and be discreet and reassuring

Desirable

• Demonstrate effective organisational 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.

Certificate of Sponsorship

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).

Employer details

Employer name

Northampton General Hospital

Address

Northampton General Hospital

Cliftonville

Northampton

NN1 5BD

Employer's website

https://www.northamptongeneral.nhs.uk/Home.aspx (Opens in a new tab)