Management Assistant

Job description

Job responsibilities

JOB SUMMARY

This position is designed to provide a flexible role to support and manage change to meet Business Unit objectives

Undertake delegated duties under the supervision of the line manager/management team. Consulting as necessary and working collaboratively to deliver a comprehensive service.

Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.

Work in partnership with others; develop knowledge to promote an holistic service.

Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.

Supervise and delegate work to Admin/secretarial staff, participate in their induction, training, appraisal etc.

May be required to work in challenging environments which could include lone working and conflict resolution.

Undertake and maintain the required statutory, mandatory and core training as required by the specific area of service.

Work flexibly to meet the needs of the service.

KEY RESULT AREAS:

1.1 Service provision:

To deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Management Team, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.

Support the Team Managers and General Manager as required.

Work independently, prioritising own work, exercising initiative and judgment. Refer and seek guidance/supervision on issues outside of post holders level of competence or authority to their line manager.

Proactively and positively contribute to the achievement of service/Trust objectives through individual and team effort. Manage the service user experience with the focus being on delivering excellent customer services.

Assist in the promotion of an open, welcoming, person-centred culture for service users, carers and colleagues, Seek and support feedback from service users to aid service improvement as required.

To produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) eg, letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust Intranet and Internet as required.

Maintain accurate and contemporaneous documentation. Use appropriate documentation/systems in accordance with local and Trust standards demonstrating competent IT skills, accurate data inputting and use of the internet.

Use effective verbal/written communication at all times, incorporating tact, empathy, consideration, courtesy and confidentiality. Adapt style of communication to respond to service user communication difficulties and psychological, social, physical and spiritual needs.

Build and sustain effective communications with others as required to ensure good team working and collaborative working practices. Disseminate knowledge, and information to those who need to know.

Ensure administrative systems run smoothly and that all relevant deadlines are met, including the development of new departmental procedures to reflect the demands on the service.

As appropriate to the role, effectively manage and support individuals who exhibit challenging behaviour or present a significant imminent risk to themselves or others. Recognise and respond appropriately to any emergency situation.

Responsible for ensuring safe infection prevention and control by using protective equipment, safe disposal of waste, performing hand hygiene, cleaning, disinfecting etc.

Understand the roles and contributions of others in and outside of the team/service.

Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement these activities in agreement with the team.

Develop and support the Trusts culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes.

Maintain and continuously improve skills and understanding of health and social care services, including systems, policy and current good practice, particularly with regards to own area of work and which significantly contribute to the services stated objectives & aims.

Make use of opportunities for sharing good practice and learning.

Proactively identify additional activities in accordance with your role, which would increase your efficiency and the efficiency of the service, offer suggestions for improvement and implement these activities in agreement with your team.

Undertake any additional duties deemed appropriate to the role.

For full job description, please see attached supporting documents.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms.Over reliance on AI-generated content in application forms is strongly discouraged and we will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

Person Specification

Experience

Essential

• In General Administration/ Supervisory Management eg. Project management, Sickness management, recruitment, etc.
• In dealing with the public.
• In working as an effective team member.
• In prioritising own workload and meeting deadlines.

Physical Attributes

Essential

• A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Special Knowledge & Skills

Essential

• As appropriate to the role:
• Excellent written communication skills, with the ability to deal with and prepare routine written correspondence.
• Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages.
• Strong analytical and problem solving skills.
• Sound knowledge of Data Protection Act.
• Demonstrate excellent customer care skills.
• Providing and receiving supervision.
• Enthusiastic, able to work flexibly.
• Excellent communicator, numeracy/ literacy, IT/keyboard skills.
• Diversity/Cultural understanding.
• Knows responsibilities regarding confidentiality and trust.
• Resilience to pressure and previous exposure to emotional, distressing or hazardous situations.
• Non-judgemental, empathetic manner.
• Demonstrates Trust Values.
• Excellent interpersonal skills.
• Able to use observation skills to identify potential risks and act appropriately.
• In working effectively, professionally and independently or as part of a team.
• In demonstrating initiative, decision-making and prioritisation skills.

Desirable

• Financial Management skills.
• Language skills other than English.

Training

Essential

• Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area.
• Must be willing/able to undergo job development and training and maintain skills.

Desirable

• Information Governance.

Qualifications

Essential

• NVQ level 4 in Business Administration or equivalent level qualification,
• Or, be able to demonstrate competency at level 4 in an Admin/secretarial /supervisory position.

Desirable

• Group Facilitation skills.
• Willingness to undertake further study/development.
• Degree.

Personal Attributes

Essential

• Ability to be flexible to meet the demands of the post.
• Responsive attitude and approach.
• Dress appropriately for the environment.
• Ability to travel around the Trust as appropriate to role.

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

South West Yorkshire Partnership NHS Trust

Address

Laura Mitchell Health and Wellbeing Centre

Great Albion Street

Halifax

HX1 1YR

Employer's website

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