Job summary
You will join
a large directorate team of over 200 staff members, and provide extensive secretarial
and administrative support to the Directorate Manager of Pathology and Clinical
Director to ensure that the Directorate meets their
quality, activity and financial targets. Working in a
challenging and changing environment, you will have excellent communication and
good interpersonal skills, the ability to multi-task and work both on your own
initiative and within a team.
Candidates
should have a good level of education and excellent secretarial skills, with familiarity
of Microsoft packages, particularly Outlook, Word, PowerPoint and Excel. You
will be confident at taking meeting minutes and producing action plans at high
level meetings. Your duties will include a full range of
administrative tasks including managing electronic diaries, dealing with
enquiries, typing correspondence and reports, organising venues, times and
papers for meetings. To also use these skills to maintain effective filing and
tracking systems of actions and documents.
The role will
also include being a first point of contact within the Directorate to assist
with payroll, Human Resource queries, Datix queries, complaints and Freedom of
Information requests.
In addition, candidates
should have essential experience of producing spreadsheets and graphs, as well
as PowerPoint presentations to enable them to assist the Directorate in monitoring
of Key Performance Indicators, both pay and non-pay.
Main duties of the job
The post
holder will provide a high standard of comprehensive secretarial and
administrative support.
The post
holder will provide a responsive personal assistant service including complex
diarymanagement and extensive minute taking.
To assist a
range of queries for the Directorate, including HR, Datix, FOIs, payroll.
You will need
to be able to use your own initiative and plan your own workload in a way that
supports the Senior Management Team and the wider Trust.
The post holder must be able to recognise the important 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 mattersor 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.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
To undertake a wide range of duties in
providing operational management support to the Directorate Manager and
Clinical Director, to ensure that the Directorate meets their quality, activity
and financial targets.
To
assist with the management of complaints/PALs issues
To
assist with the management of FOI requests.
To
action Datix queries.
To
undertake Human Resource queries.
To
assist with the recruitment and management of new starters.
To
be responsible for chasing and escalating Pathology investigations with the
potential to breach.
To
manage the weekly / monthly validation of the PTL lists.
To
oversee the logging of medics annual leave, sickness and extra sessions onto
the allocate system.
To
have an excellent working knowledge of the Trusts electronic systems to enable
the post-holder to undertake his/her role i.e. Datix, PAS, ICE, Bluespier,
eRoster
To undertake other duties as and when
required due to changing demands of the service / department
To undertake projects to assist the
Directorate Manager/Clinical Director.
Provide business support to the Pathology Directorate in defined areas of responsibility.
Provide administrative support to the Pathology Directorate Manager and Clinical Director.
To assist with the management of agreed policies relating to personnel, health & safety, provision of supplies, finance and administration.
To be involved in recommendations to changes to policies and the Pathology services.
Identify and arrange relevant training requirements and maintain documentation.
Provide administrative support to the Directorate by managing calendars and organising meetings.
Provide administrative support to the numerous committees that are held within the Pathology directorate, these include the Pathology Quality & Accreditation Committee, the Health and Safety Committee, Pathology Executive Committee. Tasks include co-ordination of meetings, arranging the taking of minutes and distribution of action plans and documents relevant to the meetings.
Responsible for ordering stationery/consumable orders from the Pathology General budget.
Taking minutes at Pathology disciplinary hearings as required.
Acting as medical staff locum co-ordinator for the directorate, booking locums as required using the HCL Clarity system.
Responsible for the input of Medics annual leave, sickness onto the allocate system as directed by the Clinical Director.
Responsible for the input of Medics overtime for approval onto the allocate system as directed by the Clinical Director.
Responsible for waiting list validation, checking and amending incorrectly outcomed patient appointments and monitoring patient waiting times.
To be involved in any projects required by the Directorate Manager
To be the point of contact for the Directorate relating to the management of FOI requests received via the FOI team, directly to the Division or via any other source that pertain to Pathology.
Liaise with the relevant manager to provide reassurance the Directorate is dealing with the request and to ascertain any further information that may be required.
Escalate as appropriate any issues/areas of concern relating to the request.
Maintain close liaison with the FOI Department in terms of monitoring and ensuring the request is dealt with in a timely manner and before the set deadline.
Job description
Job responsibilities
To undertake a wide range of duties in
providing operational management support to the Directorate Manager and
Clinical Director, to ensure that the Directorate meets their quality, activity
and financial targets.
To
assist with the management of complaints/PALs issues
To
assist with the management of FOI requests.
To
action Datix queries.
To
undertake Human Resource queries.
To
assist with the recruitment and management of new starters.
To
be responsible for chasing and escalating Pathology investigations with the
potential to breach.
To
manage the weekly / monthly validation of the PTL lists.
To
oversee the logging of medics annual leave, sickness and extra sessions onto
the allocate system.
To
have an excellent working knowledge of the Trusts electronic systems to enable
the post-holder to undertake his/her role i.e. Datix, PAS, ICE, Bluespier,
eRoster
To undertake other duties as and when
required due to changing demands of the service / department
To undertake projects to assist the
Directorate Manager/Clinical Director.
Provide business support to the Pathology Directorate in defined areas of responsibility.
Provide administrative support to the Pathology Directorate Manager and Clinical Director.
To assist with the management of agreed policies relating to personnel, health & safety, provision of supplies, finance and administration.
To be involved in recommendations to changes to policies and the Pathology services.
Identify and arrange relevant training requirements and maintain documentation.
Provide administrative support to the Directorate by managing calendars and organising meetings.
Provide administrative support to the numerous committees that are held within the Pathology directorate, these include the Pathology Quality & Accreditation Committee, the Health and Safety Committee, Pathology Executive Committee. Tasks include co-ordination of meetings, arranging the taking of minutes and distribution of action plans and documents relevant to the meetings.
Responsible for ordering stationery/consumable orders from the Pathology General budget.
Taking minutes at Pathology disciplinary hearings as required.
Acting as medical staff locum co-ordinator for the directorate, booking locums as required using the HCL Clarity system.
Responsible for the input of Medics annual leave, sickness onto the allocate system as directed by the Clinical Director.
Responsible for the input of Medics overtime for approval onto the allocate system as directed by the Clinical Director.
Responsible for waiting list validation, checking and amending incorrectly outcomed patient appointments and monitoring patient waiting times.
To be involved in any projects required by the Directorate Manager
To be the point of contact for the Directorate relating to the management of FOI requests received via the FOI team, directly to the Division or via any other source that pertain to Pathology.
Liaise with the relevant manager to provide reassurance the Directorate is dealing with the request and to ascertain any further information that may be required.
Escalate as appropriate any issues/areas of concern relating to the request.
Maintain close liaison with the FOI Department in terms of monitoring and ensuring the request is dealt with in a timely manner and before the set deadline.
Person Specification
Experience
Essential
- Administrative experience.
- Previous clerical or secretarial experience within the NHS, particularly developing and maintaining office systems
- Previous experience of dealing with relevant stakeholders including patients, Consultants, administrative staff etc.
- Experience using patient administration systems
- Experience using Microsoft Office
Desirable
- Experience of taking minutes of meetings
Qualifications
Essential
- GCSE or equivalent in English and Maths
- Sound education background with evidence of continued personal development
- RSA II typing or equivalent level of skills
Skills and Knowledge
Essential
- Excellent Telephone skills
- Clear communicator with excellent verbal and written communication skills
- Knowledge of National and Local policies in respect of waiting times and targets e.g. 18 weeks, 2ww and 62 day pathway, complaints
- Effective prioritizing and organizational skills.
- Must be able to work as part of a team
- To be aware of Clinical Governance and Data Protection ensuring patient confidentiality at all times
- Ability to plan and prioritise own work
- Work to tight deadlines
- Effective IT skills
- Ability to work under pressure to strict deadlines with minimal supervision.
Personal Qualities
Essential
- Confident and responsible approach to problem solving.
- Demonstrates cultural awareness.
- Ability to work and communicate effectively with people of all levels.
- Flexible and adaptable attitude.
Person Specification
Experience
Essential
- Administrative experience.
- Previous clerical or secretarial experience within the NHS, particularly developing and maintaining office systems
- Previous experience of dealing with relevant stakeholders including patients, Consultants, administrative staff etc.
- Experience using patient administration systems
- Experience using Microsoft Office
Desirable
- Experience of taking minutes of meetings
Qualifications
Essential
- GCSE or equivalent in English and Maths
- Sound education background with evidence of continued personal development
- RSA II typing or equivalent level of skills
Skills and Knowledge
Essential
- Excellent Telephone skills
- Clear communicator with excellent verbal and written communication skills
- Knowledge of National and Local policies in respect of waiting times and targets e.g. 18 weeks, 2ww and 62 day pathway, complaints
- Effective prioritizing and organizational skills.
- Must be able to work as part of a team
- To be aware of Clinical Governance and Data Protection ensuring patient confidentiality at all times
- Ability to plan and prioritise own work
- Work to tight deadlines
- Effective IT skills
- Ability to work under pressure to strict deadlines with minimal supervision.
Personal Qualities
Essential
- Confident and responsible approach to problem solving.
- Demonstrates cultural awareness.
- Ability to work and communicate effectively with people of all levels.
- Flexible and adaptable attitude.
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.
