Job summary
This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust.
To provide PA support to the Associate Director of Flow and Associate Director of Clinical and Operational Site Delivery
To support the Associate Director of Flow and Associate Director of Clinical and Operational Site Delivery with general administration duties.
To prepare agendas, minute meetings and follow up action points as instructed by the Associate Director of Flow and Associate Director of Clinical and Operational Site Delivery
To provide high level, comprehensive, efficient and confidential administrative, secretarial and clerical support to the Associate Director of Flow and Associate Director of Clinical and Operational Site Delivery organising their diaries and associated arrangements.
To support the Associate Director of Flow and Associate Director of Clinical and Operational Site Delivery in organising meetings and visits, compiling schedules, taking minutes and ensuring follow-up action to meetings and correspondence.
To assist the Clinical Site and Flow teams where required directed by the Associate Directors of Flow and Clinical and Operational Site Delivery
To support Countywide working as requested
To control the flow of correspondence received by the Associate Director of Flow and Associate Director of Clinical and Operational Site Delivery and compile replies to routine correspondence.
Main duties of the job
Use an Electronic Diary System for the Associate Director of Flow and Associate Director of Clinical and Operational Site Delivery and ensure they are kept up to date about on-going diary commitments, ensuring paperwork is available for meetings, as required.
To deal with telephone and personal enquiries, resolving problems, where possible, or ensuring they are dealt with appropriately.
Review, update and maintain an integrated filing system and arrange for the destruction of old records in accordance with the Trusts guidelines and Standing Financial Instructions.
To co-ordinate projects, as requested by the Associate Director of Flow and Associate Director of Clinical and Operational Site Delivery
To set up interviews, hearings, etc, as necessary, ensuring follow-up action and completion of appropriate paperwork.
Update paperwork for annual, study, sick leave and other relevant information using electronic HR and rostering systems
To liaise with all levels of personnel on behalf of the Associate Director of Flow and Associate Director of Clinical and Operational Site Delivery.
To be responsible for ordering and maintaining office stock supplies using the Trust i-proc procurement system.
To be familiar and use relevant analytical and reporting tools required to support the Clinical Site and Flow teams.
The range and diversity of responsibilities will require the post holder to adopt a flexible approach, work independently and seek support where necessary
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 committed to developing a culture of continuous improvement by embedding the principles of our Improvement 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.
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
WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST
JOB DESCRIPTION
PostTitle:Personal Assistant to theAssociate Director of Patient Flow andAssociate Director of Clinical Capacity and Operational Site Delivery
PayBand:4
Hours:37.5
Contract:Permanent
Location / Department:Site Hub AGH and WRH
Accountableto:Associate Director of Patient Flow andAssociate Director of Clinical Capacity and Operational Site Delivery
Reportsto:Associate Director of Patient Flow andAssociate Director of Clinical Capacity and Operational Site Delivery
Key Working Relationships:
Internal:Chief Executive, other Executive Directors,Divisional Management Teams, Capacity Team, Communications Team, Complaints Team, Senior Medical & Clinical Staff, Finance Team,Matrons, Ward & Departmental Managers,County wide Teams, PA and secretarial staff in corporate and clinical departments and other key staff within the Trust.
External:Local Authorities, CQC, Social Services,SystemPartnersand other health care organisations.
Risk Assessment:
JobPurpose:
Key Duties:
To providehigh level, comprehensive,efficientand confidential administrative,secretarialand clerical support to theAssociate Director of Flow and Associate Director of Clinical and Operational Site Deliveryorganising their diaries and associated arrangements.
To support theAssociate Director of Flow and AssociateDirector ofClinical and Operational Site Deliveryin organising meetings and visits, compiling schedules, takingminutesand ensuring follow-up action to meetings and correspondence.
Use an Electronic Diary System for theAssociate Director of Flow and AssociateDirector ofClinical and Operational Site Deliveryand ensure they are keptup to dateabout on-going diary commitments, ensuring paperwork is available for meetings, asrequired.
To deal with telephone and personal enquiries, resolving problems, where possible, or ensuring they are dealt with appropriately.
To set up interviews, hearings, etc, as necessary, ensuring follow-up action and completion ofappropriate paperwork.
To beassist, update theprocessing of paperwork for annual, study,sick leave and other relevant informationusing electronic HR and rostering systems
Job description
Job responsibilities
WORCESTERSHIRE ACUTE HOSPITALS NHS TRUST
JOB DESCRIPTION
PostTitle:Personal Assistant to theAssociate Director of Patient Flow andAssociate Director of Clinical Capacity and Operational Site Delivery
PayBand:4
Hours:37.5
Contract:Permanent
Location / Department:Site Hub AGH and WRH
Accountableto:Associate Director of Patient Flow andAssociate Director of Clinical Capacity and Operational Site Delivery
Reportsto:Associate Director of Patient Flow andAssociate Director of Clinical Capacity and Operational Site Delivery
Key Working Relationships:
Internal:Chief Executive, other Executive Directors,Divisional Management Teams, Capacity Team, Communications Team, Complaints Team, Senior Medical & Clinical Staff, Finance Team,Matrons, Ward & Departmental Managers,County wide Teams, PA and secretarial staff in corporate and clinical departments and other key staff within the Trust.
External:Local Authorities, CQC, Social Services,SystemPartnersand other health care organisations.
Risk Assessment:
JobPurpose:
Key Duties:
To providehigh level, comprehensive,efficientand confidential administrative,secretarialand clerical support to theAssociate Director of Flow and Associate Director of Clinical and Operational Site Deliveryorganising their diaries and associated arrangements.
To support theAssociate Director of Flow and AssociateDirector ofClinical and Operational Site Deliveryin organising meetings and visits, compiling schedules, takingminutesand ensuring follow-up action to meetings and correspondence.
Use an Electronic Diary System for theAssociate Director of Flow and AssociateDirector ofClinical and Operational Site Deliveryand ensure they are keptup to dateabout on-going diary commitments, ensuring paperwork is available for meetings, asrequired.
To deal with telephone and personal enquiries, resolving problems, where possible, or ensuring they are dealt with appropriately.
To set up interviews, hearings, etc, as necessary, ensuring follow-up action and completion ofappropriate paperwork.
To beassist, update theprocessing of paperwork for annual, study,sick leave and other relevant informationusing electronic HR and rostering systems
Person Specification
Qualifications
Essential
- Completed NVQ Level 3 qualification
- or demonstrable equivalent training
- and experience
- Educated to a minimum of GCSE or
- equivalent
- Secretarial training and qualifications
- Typing to RSA stage 2 or equivalent
- Extensive knowledge of Microsoft
- Office packages i.e. Word, Excel, Powerpoint and Outlook
Desirable
- Degree or equivalent level
- qualifications
- Evidence of further study and
- personal development
Knowledge and Skills
Essential
- Excellent communication skills
- Highly developed interpersonal skills
- Ability to work autonomously and use
- own initiative
- Possess analytical and judgement
- skills
- Possess a professional telephone
- manner
- Ability to priorities own work, and that
- of others to meet set deadlines
- Ability to cope with pressure and multi
- task
- Highly motivated
- Work to a high level of accuracy,
- giving attention to detail
- Minute taking skills
Desirable
Experience
Essential
- Experience of working within a busy
- and high profile environment working
- with complex issues with competing priorities and workloads
Desirable
- Experience of working and
- providing support in a high
- profile/ challenging role
Personal Qualities
Essential
- Tactful and diplomatic
- Discreet and able to deal
- appropriately with information of a
- sensitive or confidential nature
- Methodical and well organised
- Committed to high quality service
Internal Job Vacancy
Essential
- This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Could you please confirm below that you work at Worcestershire Acute Hospitals NHS Trust.
Person Specification
Qualifications
Essential
- Completed NVQ Level 3 qualification
- or demonstrable equivalent training
- and experience
- Educated to a minimum of GCSE or
- equivalent
- Secretarial training and qualifications
- Typing to RSA stage 2 or equivalent
- Extensive knowledge of Microsoft
- Office packages i.e. Word, Excel, Powerpoint and Outlook
Desirable
- Degree or equivalent level
- qualifications
- Evidence of further study and
- personal development
Knowledge and Skills
Essential
- Excellent communication skills
- Highly developed interpersonal skills
- Ability to work autonomously and use
- own initiative
- Possess analytical and judgement
- skills
- Possess a professional telephone
- manner
- Ability to priorities own work, and that
- of others to meet set deadlines
- Ability to cope with pressure and multi
- task
- Highly motivated
- Work to a high level of accuracy,
- giving attention to detail
- Minute taking skills
Desirable
Experience
Essential
- Experience of working within a busy
- and high profile environment working
- with complex issues with competing priorities and workloads
Desirable
- Experience of working and
- providing support in a high
- profile/ challenging role
Personal Qualities
Essential
- Tactful and diplomatic
- Discreet and able to deal
- appropriately with information of a
- sensitive or confidential nature
- Methodical and well organised
- Committed to high quality service
Internal Job Vacancy
Essential
- This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Could you please confirm below that you work at Worcestershire Acute Hospitals NHS Trust.
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.
