Job summary
Would you like
to play a vital role in supporting the Women & Childrens Division at
Worcestershire Acute Hospitals NHS Trust?
We are looking
for an enthusiastic and organised individual to support our Directorate teams
for Breast, Maternity, Gynaecology and Paediatrics. In
this role you will be at the heart of our operations, working closely with
directorate managers, consultants, medical teams, and administrative staff to
ensure the smooth running of our services.
You will
provide essential administrative support, manage diaries and inboxes, validate
key data, and help coordinate patient pathways. Your work will directly contribute to meeting
Trust targets and delivering outstanding care for local people.
From preparing
performance reports and supporting recruitment, to taking minutes at Directorate
and Divisional meetings and managing confidential information, your attention
to detail and initiative will make a real difference.
This is a fantastic
opportunity to develop your skills in a supportive environment, with
responsibilities ranging from rota management and financial ordering to IT
support and cross-cover for the Divisional PA.
**This vacancy is only open toHerefordshire and Worcestershire NHS staff**
Main duties of the job
Main duties of the job:
Provide administrative support to the Directorate Teams within the Women & Childrens Division (Breast, Gynaecology, Obstetrics & Paediatrics).
To provide diary and inbox management support for the Directorate Managers.
To take formal notes/actions at Directorate and Divisional meetings
Have an understanding of patient pathways and key KPIs such as RTT, capacity and demand planning.
To undertake validation of data such as patient waiting lists and provide feedback to Directorate teams of performance and areas of concern.
About us
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 more than 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. Our values, which we ask all staff to demonstrate, underpin our
everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
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.
DBS Checks and Costs
Any applicants who are offered posts requiring a
DBS check as part of their employment check will have the cost of this check
(at the current rate) deducted from their salary. Please see link in Supporting
Information section for more details on DBS checks and costs.
Job description
Job responsibilities
Key Duties
To provide
administrative support to the Directorate Teams within the W&C Division.
Have
an understanding of patient pathways and key KPIs such as RTT, capacity and
demand planning. Dealing with queries and action as appropriate to achieve
Trust targets.
To
undertake validation of data such as patient waiting lists and provide feedback
to directorate teams of performance and areas of concern.
To
provide diary and inbox management support for the Directorate Managers
liaising with multiple stakeholders across divisions making autonomous
decisions.
To
participate in the collection and transmission of information to enable the
Directorate to meet its objectives.
To integrate performance information and data
into presentation slide decks and reports prepared for the Directorate
Managers, including Directorate performance review packs.
To
develop and maintain efficient filing system to include correspondence,
reports, audit, and results.
To
support recruitment process with raising ATRs for the Directorates and where
appropriate sit on recruitment panels.
Take
and transcribe formal minutes for high-level meetings, including Directorate
and Divisional meetings. Ensure accurate recording of complex discussions,
decisions, and action points.
Maintain responsibility for the timely
production, formatting, and distribution of formal records, and follow up on
actions where required. This includes managing confidential and sensitive
information with discretion
Where
appropriate provide cross cover for the Band 5 Divisional PA, supporting with
complex diary management and minute taking for the Divisional Directors
Responsible
for initiating and raising financial orders through the Trusts procurement
system (e.g. iProc) liaising with procurement, finance services and external
suppliers to resolve any queries / issues.
To
participate in the introduction and use of IT, procuring IT equipment and to
provide IT support and training to colleagues.
To
have knowledge and use of various Microsoft Office software programmes
including Outlook, Word, PowerPoint, Excel, Co-pilot and Teams to produce
letters, presentations, spreadsheet reports and other relevant correspondence.
Input
and look up data on Trust IT systems in accordance with Trust policies
To
assist with day to day office administrative tasks such as distribution of post
and answering telephone enquiries as appropriate
Exercise
initiative and judgement based on acquired knowledge and experience when
dealing with Directorate enquiries
Ability
to recognise situations that should be referred onto the line manager and take
prompt and appropriate action.
Organise
own day to day work and prioritise workload independently.
Rota Management
To
act as lead in the provision of medical locum cover (paediatrics) for the
Worcester site as required through Allocate and NHSP, liaising with the rota
team, including: uploading locum requirements onto Allocate ensuring details of
all required shifts / jobs are completed accurately, reviewing locum CVs
checking all documentation supplied meet Directorate requirements and forward
suitable CVs to Consultant for review and authorisation to book, prepare locum
packs and accommodation as required, check locum timesheets on Allocate to
agree hours booked / worked for authorisation by Directorate Manager.
Organising
on site rooms for on call consultants as required.
To
initiate / process claim forms for clinicians and add to the Allocate rota
system.
Take
sick leave, compassionate / special leave, maternity / paternity leave requests
and add to the Allocate rota system and ensure return to work and self-certification/medical
certification is added to personal files.
Upload
waiting list initiative claims from clinicians, maintaining accurate records. Respond
to any pay queries from medical staff liaising with payroll to rectify
Rota
coordination including allocation of theatre assistants staff, nursing & radiology
staff in conjunction with the Directorate support manager
Job description
Job responsibilities
Key Duties
To provide
administrative support to the Directorate Teams within the W&C Division.
Have
an understanding of patient pathways and key KPIs such as RTT, capacity and
demand planning. Dealing with queries and action as appropriate to achieve
Trust targets.
To
undertake validation of data such as patient waiting lists and provide feedback
to directorate teams of performance and areas of concern.
To
provide diary and inbox management support for the Directorate Managers
liaising with multiple stakeholders across divisions making autonomous
decisions.
To
participate in the collection and transmission of information to enable the
Directorate to meet its objectives.
To integrate performance information and data
into presentation slide decks and reports prepared for the Directorate
Managers, including Directorate performance review packs.
To
develop and maintain efficient filing system to include correspondence,
reports, audit, and results.
To
support recruitment process with raising ATRs for the Directorates and where
appropriate sit on recruitment panels.
Take
and transcribe formal minutes for high-level meetings, including Directorate
and Divisional meetings. Ensure accurate recording of complex discussions,
decisions, and action points.
Maintain responsibility for the timely
production, formatting, and distribution of formal records, and follow up on
actions where required. This includes managing confidential and sensitive
information with discretion
Where
appropriate provide cross cover for the Band 5 Divisional PA, supporting with
complex diary management and minute taking for the Divisional Directors
Responsible
for initiating and raising financial orders through the Trusts procurement
system (e.g. iProc) liaising with procurement, finance services and external
suppliers to resolve any queries / issues.
To
participate in the introduction and use of IT, procuring IT equipment and to
provide IT support and training to colleagues.
To
have knowledge and use of various Microsoft Office software programmes
including Outlook, Word, PowerPoint, Excel, Co-pilot and Teams to produce
letters, presentations, spreadsheet reports and other relevant correspondence.
Input
and look up data on Trust IT systems in accordance with Trust policies
To
assist with day to day office administrative tasks such as distribution of post
and answering telephone enquiries as appropriate
Exercise
initiative and judgement based on acquired knowledge and experience when
dealing with Directorate enquiries
Ability
to recognise situations that should be referred onto the line manager and take
prompt and appropriate action.
Organise
own day to day work and prioritise workload independently.
Rota Management
To
act as lead in the provision of medical locum cover (paediatrics) for the
Worcester site as required through Allocate and NHSP, liaising with the rota
team, including: uploading locum requirements onto Allocate ensuring details of
all required shifts / jobs are completed accurately, reviewing locum CVs
checking all documentation supplied meet Directorate requirements and forward
suitable CVs to Consultant for review and authorisation to book, prepare locum
packs and accommodation as required, check locum timesheets on Allocate to
agree hours booked / worked for authorisation by Directorate Manager.
Organising
on site rooms for on call consultants as required.
To
initiate / process claim forms for clinicians and add to the Allocate rota
system.
Take
sick leave, compassionate / special leave, maternity / paternity leave requests
and add to the Allocate rota system and ensure return to work and self-certification/medical
certification is added to personal files.
Upload
waiting list initiative claims from clinicians, maintaining accurate records. Respond
to any pay queries from medical staff liaising with payroll to rectify
Rota
coordination including allocation of theatre assistants staff, nursing & radiology
staff in conjunction with the Directorate support manager
Person Specification
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths
Desirable
- Evidence of further studies
Skills and Knowledge
Essential
- Working knowledge of Microsoft Office
- Good telephone skills
- Excellent verbal and written communication skills
- Good organisational skills
- Ability to collate analyse and prepare reports
Desirable
- Knowledge of NHS systems
- Knowledge of PAS
- Knowledge of Bluespier
- Knowledge of good Health & Safety Practices
- Audio & copy typing skills
Experience
Essential
- Experience of managing medical rotas
- Experience of using databases
- Experience of diary management
- Management of waiting lists
Desirable
- Experience of working in the NHS
Personal qualities
Essential
- Able to deal with competing priorities in demanding conditions
- Able to communicate sensitively with patients
- Self-reliant, able to work independently and as part of a team.
- Excellent attention to detail
Other requirements
Essential
- Adaptable
- Ability to prioritise workloads and meet deadlines
- Basic analytical skills
- Must maintain patient confidentiality at all times
- Due to the nature of our work, all posts are subject to enhanced Criminal Records Bureau checks
This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices)
Essential
- Please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
Person Specification
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths
Desirable
- Evidence of further studies
Skills and Knowledge
Essential
- Working knowledge of Microsoft Office
- Good telephone skills
- Excellent verbal and written communication skills
- Good organisational skills
- Ability to collate analyse and prepare reports
Desirable
- Knowledge of NHS systems
- Knowledge of PAS
- Knowledge of Bluespier
- Knowledge of good Health & Safety Practices
- Audio & copy typing skills
Experience
Essential
- Experience of managing medical rotas
- Experience of using databases
- Experience of diary management
- Management of waiting lists
Desirable
- Experience of working in the NHS
Personal qualities
Essential
- Able to deal with competing priorities in demanding conditions
- Able to communicate sensitively with patients
- Self-reliant, able to work independently and as part of a team.
- Excellent attention to detail
Other requirements
Essential
- Adaptable
- Ability to prioritise workloads and meet deadlines
- Basic analytical skills
- Must maintain patient confidentiality at all times
- Due to the nature of our work, all posts are subject to enhanced Criminal Records Bureau checks
This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices)
Essential
- Please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
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.
