Job summary
The post holder is expected to work flexibly to ensure that high quality administration and support is provided to the PA for the Divisional Team at all times, enabling the Divisional Director and the Divisional Management Team to function effectively and to provide a positive and efficient image of the Division. They will also be expected to deputise in the absence of the PA for Divisional Director.
Main duties of the job
We are looking for an enthusiastic, motivated and organised individual with excellent communication skills, to work as an Divisional Administrative Assistant to support Womens, Childrens and Clinical Support Services division.
You will require experience of working within an administration team and have knowledge of admin processes and practices. You will be required to work as part of a team, as well as being able to use your own initiative and prioritise your own workload to meet tight deadlines.
To provide an efficient and effective administrative service to the Division of Women's, Children's and Clinical Support Services Management team with particular responsibility for providing support to Divisional Directors of Nursing/Midwifery, Director for Clinical Support Services and other members of the Management Team as appropriate.
To provide support to Managers for the delivery of business performance and service review and developments
About us
Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300, providing inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010 and the continued upgrading of existing areas ensures the Trust now has a state-of-the-art Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit facilities.
A new Urgent Emergency Care Centre was opened in March 2023. The two-storey development has significantly improved emergency care facilities and capacity and has provided almost 5,000 square metres of additional clinical space.
Job description
Job responsibilities
Support with managing the Divisional Management Teams diary, including using an electronic diary and email system, prioritising, dealing with and responding appropriately.To work autonomously in the absence of the PA to Divisional Director.Use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent / important and unpredictable issues ensuring a high quality administrative service. Maintain effective communication networks at all levels across the organisation and to facilitate the effective function of the Clinical Teams.Support with preparing background information, collate information into reports, produce statistics and create and manage databases as required.Manage the meeting process, preparing agendas, take, produce and circulate accurate minutes of meetings, arrange accommodation and refreshments as appropriate.Manage and coordinate functions, such as seminars, conferences and workshops. Maintain an awareness of current issues within the Trust ensuring that key personnel receive appropriate and timely communication. Deal with staff, managers and external organisations in a professional and courteous manner, therefore, maintaining effective communication on behalf of Divisional Management Team. Develop and maintain an effective filing system and bring forward system.To update and maintain personnel files, including completion of personnel and payroll documentation.To record and monitor annual leave, sick leave and study leave of staff, maintaining attendance cards / records, and complete monthly turnaround document.To check timesheets of staff before countersignature by Divisional Management Team.To monitor and coordinate the recruitment process for all posts advertised including collating information packs for prospective candidates, convening interview panels and associated administration.To undertake the typing of advertisements and liaise with Human Resources regarding copy deadlines.Manage orders, requisitions and invoices as appropriate.To manage schedule of appraisals for staff accountable to the Divisional Management Team. To monitor attendance for the Divisional Management Team and support staff at Mandatory Training sessions.The post holder will be required to undertake team leader responsibilities to support the Team Leader and in their absence
Job description
Job responsibilities
Support with managing the Divisional Management Teams diary, including using an electronic diary and email system, prioritising, dealing with and responding appropriately.To work autonomously in the absence of the PA to Divisional Director.Use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent / important and unpredictable issues ensuring a high quality administrative service. Maintain effective communication networks at all levels across the organisation and to facilitate the effective function of the Clinical Teams.Support with preparing background information, collate information into reports, produce statistics and create and manage databases as required.Manage the meeting process, preparing agendas, take, produce and circulate accurate minutes of meetings, arrange accommodation and refreshments as appropriate.Manage and coordinate functions, such as seminars, conferences and workshops. Maintain an awareness of current issues within the Trust ensuring that key personnel receive appropriate and timely communication. Deal with staff, managers and external organisations in a professional and courteous manner, therefore, maintaining effective communication on behalf of Divisional Management Team. Develop and maintain an effective filing system and bring forward system.To update and maintain personnel files, including completion of personnel and payroll documentation.To record and monitor annual leave, sick leave and study leave of staff, maintaining attendance cards / records, and complete monthly turnaround document.To check timesheets of staff before countersignature by Divisional Management Team.To monitor and coordinate the recruitment process for all posts advertised including collating information packs for prospective candidates, convening interview panels and associated administration.To undertake the typing of advertisements and liaise with Human Resources regarding copy deadlines.Manage orders, requisitions and invoices as appropriate.To manage schedule of appraisals for staff accountable to the Divisional Management Team. To monitor attendance for the Divisional Management Team and support staff at Mandatory Training sessions.The post holder will be required to undertake team leader responsibilities to support the Team Leader and in their absence
Person Specification
Qualifications
Essential
- NVQ3 of equivalent experience in Business Admin
- Have GCSE English (Grade C or above) or equivalent
- Have GCSE English (Grade C or above) or equivalent RSA/ECDL/OCR or equivalent, minimum of Stage 3
Experience
Essential
- Secretarial experience preferably in a healthcare setting.
- Experience of functioning autonomously.
- Experience of managing orders and requisitions.
- Experience of using excellent organisational skills to balance competing needs
- Experience of and ability to manage own workload
Skills
Essential
- Have good communication skills
- Have good organisational skills
- Ability to maintain personal diaries and schedules using Outlook
- Be flexible to combine working for members of the team effectively and to timescale
- Demonstrate good organisational skills, prioritising workload between the demands of each specialty
- Use IT packages effectively Excel, Access, Power point
- Ability to analyse information and make quick decisions
other
Essential
- Deal effectively and sensitively with enquiries
- Maintain confidentiality
- Produce accurate and timely minutes of meetings
- Ability to work on own initiative in a challenging and busy environment, whilst meeting tight deadlines
- Ability to work as part of a team
- Demonstrate reliable, flexible and self-motivated skill
Person Specification
Qualifications
Essential
- NVQ3 of equivalent experience in Business Admin
- Have GCSE English (Grade C or above) or equivalent
- Have GCSE English (Grade C or above) or equivalent RSA/ECDL/OCR or equivalent, minimum of Stage 3
Experience
Essential
- Secretarial experience preferably in a healthcare setting.
- Experience of functioning autonomously.
- Experience of managing orders and requisitions.
- Experience of using excellent organisational skills to balance competing needs
- Experience of and ability to manage own workload
Skills
Essential
- Have good communication skills
- Have good organisational skills
- Ability to maintain personal diaries and schedules using Outlook
- Be flexible to combine working for members of the team effectively and to timescale
- Demonstrate good organisational skills, prioritising workload between the demands of each specialty
- Use IT packages effectively Excel, Access, Power point
- Ability to analyse information and make quick decisions
other
Essential
- Deal effectively and sensitively with enquiries
- Maintain confidentiality
- Produce accurate and timely minutes of meetings
- Ability to work on own initiative in a challenging and busy environment, whilst meeting tight deadlines
- Ability to work as part of a team
- Demonstrate reliable, flexible and self-motivated skill
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
