Job summary
This role is offered on a fixed term basis for up to 12 months. We are looking for 2 posts and can be flexible as to how we work the hours and can accommodate full-time or part-time.
To provide an efficient secretarial and administrative support to the Medical Directorate team which comprises of Medical Director and 3 Deputy Medical Directors.
To maintain current systems and process to support the Medical Directorate function, which supports the provision of medical cover to a range of services in the Trust.
To provide PA support to the medical management team as required and provide cover for colleagues.
To maintain current systems and processes to support Doctors' revalidation.
To provide administrative support to the the internal serious incident review processes which includes taking notes
To project the professional image of the Directorate demonstrating excellent interpersonal and communication skills with internal and external contacts.
To adopt a constantly flexible approach to ensure that all individual and Directorate objectives are completed efficiently and within given timescales.
To maintain confidentiality at all times.
Main duties of the job
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
- To undertake administrative duties as required by the service including meeting notes, diary management, maintenance of spreadsheets to track activity, processes and record keeping that support doctors in their roles.
- To undertake senior office administrator duties as required, through effective use of a variety of communication methods including telephone, email and MS teams.
- To provide administrative support to the department which may include producing letters, reports, memos, meeting notes, the booking of appointments using Microsoft Office programmes (Big Hand, Outlook, Word, Power Point, Excel, MS Teams).
- Forward planning of resources to operate the directorate, including ordering of service materials / resources and processing invoice payments.
- Create formal reports using database and spreadsheets for others as requested.
- Be able to work to deadlines as required by the service needs.
- Input and store data and information and collect, collate and report routine and simple data and information.
- Provide and receive complex and sensitive information between work colleagues and service users using tact and diplomacy.
- To communicate with a variety of people on a range of matters and keep accurate and complete records consistent with the Trusts policies and procedures.
- To ensure any queries/complaints are dealt with appropriately following the Trusts policies at all times referring to the appropriate department as necessary.
- Maintain personal development and mandatory training, take an active part in learning opportunities; keep an up to date record of own development review process.
- Work as part of a team, sharing responsibilities and supporting colleagues to deliver a high quality service
- Minimise health & safety and security risks to self and others; following procedures to report incidents that put health and safety and security at risk.
- Make changes in own practice and offer suggestions for improving services and pass on to the appropriate person.
- Maintain quality in own work and encourage others to do so, working as an effective and responsible team member prioritising own workload and organise own work to meet timescales.
- Act in ways that support equality and value diversity. Treat everyone with whom you come in contact with dignity and respect and recognise and report behaviour that undermines equality and diversity.
- Receive and make telephone calls, taking messages, dealing with telephone and email enquiries appropriately and ensuring accurate and timely communication of messages
- Assist in the organisation of meetings and conferences including arranging venues, hospitality and ensuring correct documentation is available.
- General administrative duties such as post, invoices and use of centros, filing and any other appropriate duties.
- Maintain accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client/staff identifiable information.
- To assist in the monitoring and maintenance of key revalidation processes and systems for the Trust, which includes appraisal, job plans and complaints. To ensure that doctors are compliant with their responsibilities in these areas and escalate in a timely and appropriate manner when issues of non-compliance arise.
- To provide support to doctors on the use of the e-revalidation system SARD JV, ensuring that the system is utilised, maintained and updated appropriately.
- To assist in maintaining a database of medical appraisers ensuring that all appraisers are supported to have the required knowledge, skills and competence to under their role as appraisers in line with quality assurance framework.
- To provide advice and guidance, as appropriate, on the relevant processes and policies.
- To be a point of contact for doctors study leave and expenses; ensuring it is processed and recorded in a timely and efficient manner.
- To organise and make appropriate arrangements for the scheduling of serious incident review meetings and follow up relatives meetings. Including the maintenance of appropriate records, sending invitations, distributing papers etc.
- Take minutes of meetings as required including internal review meetings and meetings with relatives/carers regarding serious untoward incidents, the content of which may be distressing or disturbing.
- Actively manage own well-being, recognising that some of the content encountered in the delivery of regular duties may be challenging
- To provide cover for colleagues in their absence.
- This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visithttps://www.gov.uk/browse/visas-immigration/work-visas
Job description
Job responsibilities
- To undertake administrative duties as required by the service including meeting notes, diary management, maintenance of spreadsheets to track activity, processes and record keeping that support doctors in their roles.
- To undertake senior office administrator duties as required, through effective use of a variety of communication methods including telephone, email and MS teams.
- To provide administrative support to the department which may include producing letters, reports, memos, meeting notes, the booking of appointments using Microsoft Office programmes (Big Hand, Outlook, Word, Power Point, Excel, MS Teams).
- Forward planning of resources to operate the directorate, including ordering of service materials / resources and processing invoice payments.
- Create formal reports using database and spreadsheets for others as requested.
- Be able to work to deadlines as required by the service needs.
- Input and store data and information and collect, collate and report routine and simple data and information.
- Provide and receive complex and sensitive information between work colleagues and service users using tact and diplomacy.
- To communicate with a variety of people on a range of matters and keep accurate and complete records consistent with the Trusts policies and procedures.
- To ensure any queries/complaints are dealt with appropriately following the Trusts policies at all times referring to the appropriate department as necessary.
- Maintain personal development and mandatory training, take an active part in learning opportunities; keep an up to date record of own development review process.
- Work as part of a team, sharing responsibilities and supporting colleagues to deliver a high quality service
- Minimise health & safety and security risks to self and others; following procedures to report incidents that put health and safety and security at risk.
- Make changes in own practice and offer suggestions for improving services and pass on to the appropriate person.
- Maintain quality in own work and encourage others to do so, working as an effective and responsible team member prioritising own workload and organise own work to meet timescales.
- Act in ways that support equality and value diversity. Treat everyone with whom you come in contact with dignity and respect and recognise and report behaviour that undermines equality and diversity.
- Receive and make telephone calls, taking messages, dealing with telephone and email enquiries appropriately and ensuring accurate and timely communication of messages
- Assist in the organisation of meetings and conferences including arranging venues, hospitality and ensuring correct documentation is available.
- General administrative duties such as post, invoices and use of centros, filing and any other appropriate duties.
- Maintain accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client/staff identifiable information.
- To assist in the monitoring and maintenance of key revalidation processes and systems for the Trust, which includes appraisal, job plans and complaints. To ensure that doctors are compliant with their responsibilities in these areas and escalate in a timely and appropriate manner when issues of non-compliance arise.
- To provide support to doctors on the use of the e-revalidation system SARD JV, ensuring that the system is utilised, maintained and updated appropriately.
- To assist in maintaining a database of medical appraisers ensuring that all appraisers are supported to have the required knowledge, skills and competence to under their role as appraisers in line with quality assurance framework.
- To provide advice and guidance, as appropriate, on the relevant processes and policies.
- To be a point of contact for doctors study leave and expenses; ensuring it is processed and recorded in a timely and efficient manner.
- To organise and make appropriate arrangements for the scheduling of serious incident review meetings and follow up relatives meetings. Including the maintenance of appropriate records, sending invitations, distributing papers etc.
- Take minutes of meetings as required including internal review meetings and meetings with relatives/carers regarding serious untoward incidents, the content of which may be distressing or disturbing.
- Actively manage own well-being, recognising that some of the content encountered in the delivery of regular duties may be challenging
- To provide cover for colleagues in their absence.
- This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visithttps://www.gov.uk/browse/visas-immigration/work-visas
Person Specification
Qualifications
Essential
- NVQ Level 3 in administration or equivalent
- Good numeracy and literacy skills
Experience
Essential
- Proven experience of working unsupervised in a busy administrative office environment.
- Good working knowledge of Microsoft Office packages e.g. Word, Excel, PowerPoint, Teams and Outlook.
- Proven experience of PA role
- Previous experience of working within the NHS
Skills
Essential
- Ability to take minutes/notes of meetings.
- Ability to work under pressure and to deadlines
- Proven interpersonal, oral and written skills.
Person Specification
Qualifications
Essential
- NVQ Level 3 in administration or equivalent
- Good numeracy and literacy skills
Experience
Essential
- Proven experience of working unsupervised in a busy administrative office environment.
- Good working knowledge of Microsoft Office packages e.g. Word, Excel, PowerPoint, Teams and Outlook.
- Proven experience of PA role
- Previous experience of working within the NHS
Skills
Essential
- Ability to take minutes/notes of meetings.
- Ability to work under pressure and to deadlines
- Proven interpersonal, oral and written 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.
