Job summary
Join Our Dynamic
Urgent Care Team!
Are you an organised, proactive, and people-focused individual looking
for an exciting new opportunity? Our dedicated and vibrant Urgent Care
Division at Worcestershire Acute Hospitals NHS Trust is looking for a Personal
Assistant to the Urgent Care Matrons for 18.5 hours per week.
In this role, youll provide vital support to our three Matrons at
Worcester Royal Hospital, helping to ensure the smooth running of our
fast-paced and essential services. This is a fantastic opportunity to develop
your administrative and interpersonal skills while making a real difference
in patient care.
Its an exciting time to join our Trust, and were looking for an
enthusiastic and ambitious individual to be part of our ongoing journey of
improvement. If youre ready to take on a role where no two days are the same
and where your contribution truly matters, wed love to hear from you!
For further
enquiries, please contact: Sophie Page on sophie.page@nhs.net
or 01905 763333, extension 30671.
Main duties of the job
To assist Matrons
in coordinating administrative work across Urgent Care
Diary management of
Matrons highlighting conflicting appointments.
Filing paper and electronically,
including establishing and setting up systems as necessary
To use eroster to
view Matrons and Ward Managers off duty for information
To cascase/share
information to staff as appropriate
To deal with face
to face/telephone enquiries ensuring they are dealt with efficiently and
professionally passed on as appropriate
Initiate responses
to correspondence and undertake appropriate follow-up action
To book venues for
meetings with equipment and hospitality as appropriate
Preparation of
agenda, attendance of meetings, production of minutes and manage action logs as
appropriate
To assist Matrons
in collecting documentation, evidence and statements to formulate a response to
complaints or extreme incidents
To assist with IT
requests for new members of staff.
As and when
required, during incident, provide loggist support to Matrons ensuring decision
and actions are documented
Ensure
the timely collection of information to support routine reports.
Use
the Datix system uploading compliments and retrieving data re: incidents.
To
maintain personal files of Ward Managers and Ward Administrators ensuring they
are kept up to date.
Use
of Xerox system - ordering of documentation or goods requiring specific
print/literature.
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 assist Matrons
in coordinating administrative work across Urgent Care
Diary management of
Matrons highlighting conflicting appointments.
Filing paper and electronically,
including establishing and setting up systems as necessary
To use eroster to
view Matrons and Ward Managers off duty for information
To cascase/share
information to staff as appropriate
To deal with face
to face/telephone enquiries ensuring they are dealt with efficiently and
professionally passed on as appropriate
Initiate responses
to correspondence and undertake appropriate follow-up action
To book venues for
meetings with equipment and hospitality as appropriate
Preparation of
agenda, attendance of meetings, production of minutes and manage action logs as
appropriate
To ensure that
appropriate documents/papers are available for meetings
To assist Matrons
in collecting documentation, evidence and statements to formulate a response to
complaints or extreme incidents
To assist with IT
requests for new members of staff.
As and when
required, during incident, provide loggist support to Matrons ensuring decision
and actions are documented
To
undertake/coordinate administrative tasks as required by the Matron collating
data information, audit forms.
To
set up electronic office systems to co-ordinate data/audit data for collection
to assist the Divisional management team.
Ensure
the timely collection of information to support routine reports.
Use
the Datix system uploading compliments and retrieving data re: incidents.
To
keep all policies & procedures up to date and filed or be able to locate
them on the intranet.
To
ensure that staff within the division receive copies and updates of Human
Resources Policies/Procedures and Corporate Policies and Procedures, as
appropriate.
To
maintain personal files of Ward Managers and Ward Administrators ensuring they
are kept up to date.
Using
the Iproc system to purchase stationery supplies for the office ensuring that
appropriate stock levels are maintained and invoices are receipted on the
system in a timely manner. Order non stock goods/services for ward areas as
directed.
Use
of Xerox system - ordering of documentation or goods requiring specific
print/literature.
To
action Workforce notifications as appropriate.
To
complete any necessary commencement, change or termination forms for staff,
liasing with Payroll office, Eroster, ESR and workforce team concerning any
staff queries.
To
liase closely with all relevant staff to ensure all appropriate
minutes/communications are circulated correctly and appropriately maintaining
electronic files.
To
show a flexible approach in a changing, demanding environment which has an
unpredictable workload.
To
liase with HR Officers to assist with long term sickness and investigatory
documentation and any other relevant tasks required for pending cases
To
assist with staff development reviews - keeping a log of PDR dates of ward
managers, providing Matrons with paperwork and complete online submission form
to confirm completion.
To
establish procedures for the induction of new staff
To
assist the Matron in the recruitment and selection of all staff in accordance
with Trust policies and procedures. Supporting the recruitment process of new
staff from raising Approval to Recruit using Rekrutimi, uploading job
descriptions, person specifications and adverts. Inviting candidates to
interview via the NHS jobs system. For the successful candidates - completing
Disclosure and Barring (DBS) checks using the online DBS portal and completing
right to work checks, ensuring all clearances have been received prior to
employment.
To undertake other
duties as and when required due to changing demands of the service/department
as instructed by the line manager.
General Duties:
To liaise with all multi disciplinary teams to
ensure requests for maintenance of office and IT equipment, office moves and
other similar matters are actioned.
To ensure that adequate supplies exist of stationary
equipment.
To be aware of and keep abreast of Health and Safety
issues relating to office environment.
Job description
Job responsibilities
To assist Matrons
in coordinating administrative work across Urgent Care
Diary management of
Matrons highlighting conflicting appointments.
Filing paper and electronically,
including establishing and setting up systems as necessary
To use eroster to
view Matrons and Ward Managers off duty for information
To cascase/share
information to staff as appropriate
To deal with face
to face/telephone enquiries ensuring they are dealt with efficiently and
professionally passed on as appropriate
Initiate responses
to correspondence and undertake appropriate follow-up action
To book venues for
meetings with equipment and hospitality as appropriate
Preparation of
agenda, attendance of meetings, production of minutes and manage action logs as
appropriate
To ensure that
appropriate documents/papers are available for meetings
To assist Matrons
in collecting documentation, evidence and statements to formulate a response to
complaints or extreme incidents
To assist with IT
requests for new members of staff.
As and when
required, during incident, provide loggist support to Matrons ensuring decision
and actions are documented
To
undertake/coordinate administrative tasks as required by the Matron collating
data information, audit forms.
To
set up electronic office systems to co-ordinate data/audit data for collection
to assist the Divisional management team.
Ensure
the timely collection of information to support routine reports.
Use
the Datix system uploading compliments and retrieving data re: incidents.
To
keep all policies & procedures up to date and filed or be able to locate
them on the intranet.
To
ensure that staff within the division receive copies and updates of Human
Resources Policies/Procedures and Corporate Policies and Procedures, as
appropriate.
To
maintain personal files of Ward Managers and Ward Administrators ensuring they
are kept up to date.
Using
the Iproc system to purchase stationery supplies for the office ensuring that
appropriate stock levels are maintained and invoices are receipted on the
system in a timely manner. Order non stock goods/services for ward areas as
directed.
Use
of Xerox system - ordering of documentation or goods requiring specific
print/literature.
To
action Workforce notifications as appropriate.
To
complete any necessary commencement, change or termination forms for staff,
liasing with Payroll office, Eroster, ESR and workforce team concerning any
staff queries.
To
liase closely with all relevant staff to ensure all appropriate
minutes/communications are circulated correctly and appropriately maintaining
electronic files.
To
show a flexible approach in a changing, demanding environment which has an
unpredictable workload.
To
liase with HR Officers to assist with long term sickness and investigatory
documentation and any other relevant tasks required for pending cases
To
assist with staff development reviews - keeping a log of PDR dates of ward
managers, providing Matrons with paperwork and complete online submission form
to confirm completion.
To
establish procedures for the induction of new staff
To
assist the Matron in the recruitment and selection of all staff in accordance
with Trust policies and procedures. Supporting the recruitment process of new
staff from raising Approval to Recruit using Rekrutimi, uploading job
descriptions, person specifications and adverts. Inviting candidates to
interview via the NHS jobs system. For the successful candidates - completing
Disclosure and Barring (DBS) checks using the online DBS portal and completing
right to work checks, ensuring all clearances have been received prior to
employment.
To undertake other
duties as and when required due to changing demands of the service/department
as instructed by the line manager.
General Duties:
To liaise with all multi disciplinary teams to
ensure requests for maintenance of office and IT equipment, office moves and
other similar matters are actioned.
To ensure that adequate supplies exist of stationary
equipment.
To be aware of and keep abreast of Health and Safety
issues relating to office environment.
Person Specification
Qualifications
Essential
- GCSE C or equivalent in Maths and English Language
Desirable
- Medical Administration NVQ level 3
Personal Qualities
Essential
- Able to work the required hours/working pattern
- Understanding confidential nature of post
- Ability to work as part of a team
- Appearance and dress appropriate to role
- Appreciation of good practice in relation to health and safety in the office
- Innovative approach to problem solving
- Access to own transport to fulfil any travel requirements of the post.
- Positive attitude to change
Desirable
- Self motivation
- Highly professional
- Excellent communicator
Experience
Essential
- A minimum of 1 year in a senior administrative role
- Experience in establishing and maintaining office systems
- Minute taking
- Drafting correspondence and reports
- Supervisory skills
Desirable
- Audio typewriting skills
- Shorthand
Skills/Knowledge
Essential
- Working knowledge of Microsoft Office in particular, Word, Excel and Powerpoint
- General office skills including filing, scanning, operating fax, photocopying, diary management, setting up meetings
- Effective telephone/communication skills
- Attention to detail/methodical
- Ability to form effective and appropriate working relationships
- Ability to prioritise a diverse workload on a daily basis
- Ability to work unsupervised
- Ability to use initiative within defined parameters dealing with queries that may involve exercising judgement based on knowledge.
- Organisation skills
- Time management skills
- Professional communication with members of the public, outside organisations and staff at all levels
- Able to meet tight deadlines
- Ability to generate written correspondence which is concise and accurate
Desirable
- Have an understanding of the basic principles around employment policies and procedures, eg initiation of Approval to recruit, sickness, HR e-forms, maternity leave, flexible working, Adoption leave.
- Knowledge of Iproc, Datix, DBS system, NHS jobs, Xerox, Eroster, Oasis, EZ Notes
- Previous NHS experience
Person Specification
Qualifications
Essential
- GCSE C or equivalent in Maths and English Language
Desirable
- Medical Administration NVQ level 3
Personal Qualities
Essential
- Able to work the required hours/working pattern
- Understanding confidential nature of post
- Ability to work as part of a team
- Appearance and dress appropriate to role
- Appreciation of good practice in relation to health and safety in the office
- Innovative approach to problem solving
- Access to own transport to fulfil any travel requirements of the post.
- Positive attitude to change
Desirable
- Self motivation
- Highly professional
- Excellent communicator
Experience
Essential
- A minimum of 1 year in a senior administrative role
- Experience in establishing and maintaining office systems
- Minute taking
- Drafting correspondence and reports
- Supervisory skills
Desirable
- Audio typewriting skills
- Shorthand
Skills/Knowledge
Essential
- Working knowledge of Microsoft Office in particular, Word, Excel and Powerpoint
- General office skills including filing, scanning, operating fax, photocopying, diary management, setting up meetings
- Effective telephone/communication skills
- Attention to detail/methodical
- Ability to form effective and appropriate working relationships
- Ability to prioritise a diverse workload on a daily basis
- Ability to work unsupervised
- Ability to use initiative within defined parameters dealing with queries that may involve exercising judgement based on knowledge.
- Organisation skills
- Time management skills
- Professional communication with members of the public, outside organisations and staff at all levels
- Able to meet tight deadlines
- Ability to generate written correspondence which is concise and accurate
Desirable
- Have an understanding of the basic principles around employment policies and procedures, eg initiation of Approval to recruit, sickness, HR e-forms, maternity leave, flexible working, Adoption leave.
- Knowledge of Iproc, Datix, DBS system, NHS jobs, Xerox, Eroster, Oasis, EZ Notes
- Previous NHS experience
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.
