Job summary
To provide an efficient secretarial support service to the Operational Services Managers, Matrons & Ward/Department Managers.
To provide a Personal Assistant service in the organisation of the Medicine Management Team (e.g. Operational Services Managers) to ensure the smooth running of diary commitments on a daily basis.
To provide secretarial support and develop systems which will enable the Managers to work effectively and efficiently.
To work closely with the Executive Personal Assistant to support the smooth running of the administration service across the Medicine and Emergency Care Business Unit.
To role model compassionate and inclusive leadership in order to shape the creation of a collective leadership culture within the trust. This means demonstrating a consistent leadership style which (a) engages, enables and empowers others (b) uses coaching to promote ownership of learning and quality improvement and (c) facilitates team working and collaboration within teams / departments and across organisational boundaries.
Main duties of the job
To play a key role in communication between the Director / Deputy Director, General Managers and Operational Service Managers.
To provide and maintain an efficient secretarial administrative service to the Director / Deputy Director, General Managers, Operational Services Managers and Matrons within the Medicine and Emergency Care Business Unit.
To manage the administration of all personnel within Medicine and Emergency Care Business Unit.
About us
We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, covering one of the largest geographical areas of any NHS trust in the country. Leading in innovation and quality - opening a state of the art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. Do you want to work in one of the best performing NHS organisations in England? Work in an organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients? You can live and breathe in an area that has the cleanest air, cost effective living, great nightlife, some of the best schools with a wealth of history available on your doorstep. Sound too good to be true? Well it isn't, this is what you get when you work for Northumbria Healthcare, this is the Northumbria Way! Please read 'applicant guidance notes' before submitting your application.
Job description
Job responsibilities
- Required to deal with general enquiries from a range of departments or from patients
- Deals with enquiries from internal and external organisations
- Required to use own judgement, with the support of the Executive PA to make decisions regarding re-organsing diaries to accommodate competing demands and priorities.
- Plans and manage multiple diaries.
- Plans and organises meetings; prioritise own project work/organises a range of events and conferences
- Have regular contact with members of the public in relation to complaints and arranged meetings.
- Recognise the confidentiality aspect of dealing with complainants and be able to produce accurate accounts of meetings/discussions associated with the complaint as required.
- Ensure that safety and hazard notices, training and education and all circulars are disseminated to wards/departments
Job description
Job responsibilities
- Required to deal with general enquiries from a range of departments or from patients
- Deals with enquiries from internal and external organisations
- Required to use own judgement, with the support of the Executive PA to make decisions regarding re-organsing diaries to accommodate competing demands and priorities.
- Plans and manage multiple diaries.
- Plans and organises meetings; prioritise own project work/organises a range of events and conferences
- Have regular contact with members of the public in relation to complaints and arranged meetings.
- Recognise the confidentiality aspect of dealing with complainants and be able to produce accurate accounts of meetings/discussions associated with the complaint as required.
- Ensure that safety and hazard notices, training and education and all circulars are disseminated to wards/departments
Person Specification
Qualifications / Professional Registration
Essential
- RSA III Typing and Word Processing skills
- RSA in Shorthand
Desirable
- ECDL
- RSA 140 wpm shorthand
Experience and knowledge
Essential
- Experience of using Access, Excel, Powerpoint and Publisher
- Experience of Microsoft Outlook and the Internet
Desirable
- Previous experience of the NHS
- Experience of the Patient Administration System
- Knowledge of or experience in coaching and mentoring practices and tools
- Knowledge of or experience in Quality improvement tools, techniques and methods
Person Specification
Qualifications / Professional Registration
Essential
- RSA III Typing and Word Processing skills
- RSA in Shorthand
Desirable
- ECDL
- RSA 140 wpm shorthand
Experience and knowledge
Essential
- Experience of using Access, Excel, Powerpoint and Publisher
- Experience of Microsoft Outlook and the Internet
Desirable
- Previous experience of the NHS
- Experience of the Patient Administration System
- Knowledge of or experience in coaching and mentoring practices and tools
- Knowledge of or experience in Quality improvement tools, techniques and methods
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).
