Personal Assistant to the Chief Nurse

Job description

Job responsibilities

Communication and Working Relationships

Provide an effective and professional service to enable the Chief Nurse and his/her team to work efficiently. Use tact and diplomacy to encourage effective working across the team and with colleagues.

Undertake effective diary management, prioritising diary commitments on behalf of the Chief Nurse on a daily basis. Manage incoming correspondence and e-mails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action.

Organise regular committees and group meetings. Manage agendas and papers for meetings and take accurate minutes as required.

Communicate and liaise effectively with external agencies, visitors and the local disciplines as directed and required on a range of complex and sensitive topics.

Display tact, diplomacy and confidentiality at all times, using initiative, persuasion and negotiation when necessary.

Communicate verbally and or in writing to produce confidential and sensitive correspondence.

Manage incoming telephone calls and enquiries and ensure appropriate action is taken.

Prioritise and summarise e-mails and reports, drafting responses on behalf of designated individual(s) when required.

Ensure effective communication links are set up and maintained with other Personal Assistants and senior secretaries as appropriate. To be able to explore effective systems to aid smooth running and organisation of meetings.

Participate in identifying areas within the administrative function that require improvement and participate in delivering this improvement.

Provide occasional support to other senior managers.

Understand and maintain a high standard of confidentiality adhering to the Trust Data Protection policy at all times.

Be fully aware of the implications of and responsibilities under the Health and Safety at Work Act and the Trusts associated policies.

Planning and Organisation

Organising meetings, distributing agendas and taking minutes

Act as administrator, co-ordinator and servicing officer for a range of meetings as required with agreement with the Chief Nurse.

To organise Seminars/Workshops for the Chief Nurse.

To organise the Chief Nurse emails in a professional and discreet manner.

Responsibility and Accountability

Accountable to the Chief Nurse at all times.

Responsibility for Finance, Equipment and Other Resources

This post has no budgetary responsibility

Responsible for the safe use of office equipment

Responsibility for Supervision, Leadership and Management

• No line management responsibility

Book dates for supervisions and appraisals and keep records up to date.

Participate in self-development to continually improve performance and undertake development activities that are identified.

Open and maintain personnel files for staff ensuring data remains secure and confidential.

Information Technology and Administrative Duties

Proficient use of all Microsoft Office applications, especially running an outlook calendar.

Most Challenging Part Of The Job

Rationalising and prioritising the requirements of the Chief Nurse and Deputies.

Organisation of meetings/events across specialities/organisations.

Person Specification

Person Specification

Essential

• Good level of general education
• NVQ3 In Administration or equivalent
• Evidence of problem solving skills
• Knowledge of Patient Administration System (PAS)
• Ability to effectively use Microsoft Excel, Word, PowerPoint
• Customer Care
• Experience of compiling departmental timetables and rotas
• Excellent communication skills
• Organisational skills
• Ability to achieve deadlines
• Ability to prioritise own workload
• Confident leadership skills
• Ability to manage conflict
• Ability to maintain confidentiality
• Attention to detail
• Ability to work under pressure
• Ability to liaise with all levels of staff
• Able to impart unwelcome news to staff, patients and relatives

Desirable

• Management qualification or relevant experience
• E.C.D.L or equivalent
• Proven relevant NHS supervisory experience
• Experience in working within multi skilled teams
• Knowledge of Patient Access Policy
• Understanding of performance targets and waiting lists
• Understanding of Patient Tracking Lists (PTL)
• Knowledge of a range of patient computer software packages eg Choose & Book, Galaxy, Infoflex, Allocate, Tempre, MediSIGHT

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

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital

Lowes Bridge

Torquay

TQ2 7AA

Employer's website

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