PA

Job description

Job responsibilities

JOB SUMMARY

To act as personal assistant to the Modern Matron which will include the provision of full secretarial and administrative support.

To co-ordinate all recruitment retention for Laurel 2 and 3 and Avon Unit.

Act as first point of contact and co-ordinate the process of recruitment of staff within Avon floor and Laurel 2 & 3.

To assist Matron in co-ordinating administrative work for Laurel 2 & 3 and Avon 1,2, 3 and the Millbrook Suite. Ordering agency for all areas and completing ward audit tool for all areas.

Accept personal responsibility and accountability for your infection prevention and control practice.

Ensure that you are familiar with, and comply with, all relevant policies.

Ensure that you receive mandatory updates in infection control.

Risk Assessment:

The post involves VDU work and some handling of notes.

KEY RESPONSIBILITIES:

Provide a full secretarial service to the Matron including:

Word processing of reports, letters, tables, etc.

Use of Spreadsheets

Filing including establishing and setting up systems as necessary

Diary management

Receipt and distribution of mail

Photocopying/faxing/e mailing

Initiate responses to correspondence and undertake appropriate follow-up action

Preparation of agenda, production of minutes as required

Ensure that appropriate documents, papers are available for meetings

Deal with face to face and telephone enquiries ensuring they are dealt with efficiently and professionally and passed on as appropriate.

Assist Modern Matron in collecting documentation, evidence and statements to formulate a response to a complaint or extreme incident.

Undertake or co-ordinate administrative tasks as required by the Modern Matron i.e. recording of leave, completion of turn round document, data information, audit forms, booking agency etc.

Ensure that staff within the locality receive copies and updates of Human Resources Policies/Procedures and Corporate Policies and Procedures, as appropriate

Set up office systems to collect and co-ordinate data to assist the locality management process.

Ensure the timely collection of information to support routine reports and service development cycles.

Oversee the purchase of stationery supplies for the office ensuring that appropriate stock levels are maintained

Liase closely with all relevant staff to ensure all appropriate minutes/communications are circulated correctly and appropriately maintaining office files.

Keep all policies & procedure up to date and filed.

Participate in the communication process within the locality.

Assist with staff development reviews.

Establish procedures for the induction of new staff

Assist the Modern Matron in the recruitment and selection of all staff in accordance with Trust policies and procedures.

Co-ordinate the recruitment process of staff in the Locality area on behalf of the Matron.

Liase with all multi disciplinary teams to ensure requests for maintenance, office moves and other similar matters

Ensure that adequate supplies exist of accident forms/controlled stationery etc

Be aware of and keep abreast of Health and Safety issues relating to the office environment.

his job description is not intended to be an exhaustive list of duties but to give a guide to the objectives and responsibilities of the post. It will be reviewed with the postholder on an annual basis. It is essential that the postholder recognises the level of confidentiality required for this post and maintains that confidentiality at all times.

NO SMOKING POLICY

Please note that this Trust operates a no smoking policy.

Criminal Records Bureau - Disclosure

Worcestershire Acute Hospitals NHS Trust aims to promote equality of opportunity for all with the right mix of talent, skills and potential. Worcestershire Acute Hospitals NHS Trust welcomes applications from diverse candidates. Criminal records will be taken into account for recruitment purposes only when the conviction is relevant. As Worcestershire Acute Hospitals NHS Trust meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check from the Criminal Records Bureau before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions. The post you are applying for will require such a check.

The postholder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business.

Health and Safety

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992). This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust.

Risk Management

All staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and when requested to co-operate with any investigation undertaken.

Equal Opportunities

The Trust has a clear commitment to equal opportunities and it is the duty of every employee to comply with the detail and spirit.

Conflict of Interest

The Trust is responsible for ensuring that the service provided for patients in its care meet the highest standard. Equally, it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The Trust's Standing Orders require any officer to declare any interest, direct or indirect with contracts involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties.

The above duties and responsibilities are intended to represent current priorities and are not meant to be a conclusive list as the role will inevitably vary and develop over time. The postholder may from time to time be asked to undertake other reasonable duties. Any changes will be made in discussion with the postholder in the light of service needs.

Person Specification

Qualifications

Essential

• Word processing courses or ECDL
• GCSE or equivalent in Maths and English Language

knowledge and skills

Essential

• Working knowledge of Microsoft Office in particular, Word, Excel and Powerpoint

Desirable

• Previous NHS experience

Experience

Essential

• A minimum of 1 year in a senior administrative role
• Establishing and maintaining office systems
• Minute taking
• Drafting correspondence and reports
• Supervisory skills

Desirable

• Audio typewriting skills
• Experience of using the Internet
• Shorthand

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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

The Alexandra Hospital

Woodrow Drive

Redditch

Worcestershire

B98 7UB

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)