Job summary
Alder Hey Children's NHS Foundation Trust, Community Division, Developmental Paediatric Department is seeking to appoint a part-time (15 hours) per week Personal Assistant to support the Clinical Director.
Previous applicants may need not apply.
Main duties of the job
The post will be within the Developmental Paediatric Department based in the Modular Building. The post holder's main duties will include planning, organising, directing and coordinating the workload of the Clinical Director.The postholder will be expected to work with the minimum of supervision. He/she will be able to demonstrate flexibility and use own initiative to carry out duties in such a way as to make a direct and positive contribution to the team. The post holder will provide a confident professional service.
About us
Alder Hey Children's NHS Foundation Trust is situated 4 miles from the city centre and within easy reach of the motorway network. It is an international centre of excellence, treating over 200,000 children a year. The Trust is renowned for both its clinical innovation and dedication to staff development. The vibrant city of Liverpool, European Capital of Culture for 2008, provides an excellent selection of housing and school and offers a diversity of social activities.
We work closely with our multi-disciplinary colleagues and in close partnership with other parts of the NHS, local authorities, other agencies, voluntary organisations, carers and users of our services.
Job description
Job responsibilities
Communication
- Deal with all enquiries from staff, managers and external agencies using own initiative to respond via letter, telephone, e-mail or in person. To bring all urgent matters to the attention of the Clinical Director, as appropriate, with any relevant supporting information. The post holder will be expected to work with diplomacy and in a confidential manner when dealing with sensitive information.
- To provide a competent and a high-level PA/administrative support service to the Clinical Director.
- To provide a central point of contact and co-ordination of the activities of the
- Liaison with other agencies within the Trust, eg; wards, pharmacy, X-ray, clinical and non-clinical staff, outpatient department and medical records etc. In addition, liaison with external agencies as and when
- Prioritising all typing of correspondence including internal and external e-mails, and the composition of routine and non-routine letters when
- To prioritise and deal with all incoming and outgoing mail, acquiring any relevant background
- Responsibility for the distribution of Trust information in line with Trust
Analytical skills
- To assist the Clinical Director in composition and distribution of documents in support of their role as and when required, e.g. letters, business cases, bids, service plans, databases, meeting agendas and distribution of minutes, and investigation outcomes.
- Have an awareness of current Government targets and endeavour to assist the team in achieving these
- Following consultation, co-operate (where applicable) in the introduction of new technology and new working practices, in addition to that already in place, as it may apply to the work of an Administrator to ensure the smooth running of the
- To assist the divisional senior team in relation to complaints and/or investigations they may be dealing with on behalf of the
- Be willing to undertake continuous professional development, updating knowledge and skills when identified in personal development reviews (PDR) as part of the knowledge and skills framework (KSF), including Trust and departmental objectives
- Undertake statutory and mandatory training as and when
Planning and organising skills
- To manage and co-ordinate the Clinical Director diary, including using own initiative to make appointments and arrange meetings having regard to other commitments. To provide comprehensive minute taking of all Divisional management meetings as and
- The post holder would be required to exercise independent judgement and initiative in relation to managing their workload and to resolve problems as they arise, taking appropriate action to resolve the problem or by referring to the appropriate
- To process, compute and action documentation received from various sources in order to provide an effective and efficient service.
- To organise meetings as and when required, including composition of agendas, minute taking, booking rooms and arranging hospitality where
- Provide administrative support and co-ordinate conferences/meetings both nationally and locally, arranging travel, accommodation etc as and when
- To organise workshops / training days under the direction of the team, including the production of leaflets, flyers, badges etc. for
- The ability to compose standard forms such as questionnaires as and when
- Attend regular secretarial meetings and take minutes when
- To comply with all Trust Policies
Job description
Job responsibilities
Communication
- Deal with all enquiries from staff, managers and external agencies using own initiative to respond via letter, telephone, e-mail or in person. To bring all urgent matters to the attention of the Clinical Director, as appropriate, with any relevant supporting information. The post holder will be expected to work with diplomacy and in a confidential manner when dealing with sensitive information.
- To provide a competent and a high-level PA/administrative support service to the Clinical Director.
- To provide a central point of contact and co-ordination of the activities of the
- Liaison with other agencies within the Trust, eg; wards, pharmacy, X-ray, clinical and non-clinical staff, outpatient department and medical records etc. In addition, liaison with external agencies as and when
- Prioritising all typing of correspondence including internal and external e-mails, and the composition of routine and non-routine letters when
- To prioritise and deal with all incoming and outgoing mail, acquiring any relevant background
- Responsibility for the distribution of Trust information in line with Trust
Analytical skills
- To assist the Clinical Director in composition and distribution of documents in support of their role as and when required, e.g. letters, business cases, bids, service plans, databases, meeting agendas and distribution of minutes, and investigation outcomes.
- Have an awareness of current Government targets and endeavour to assist the team in achieving these
- Following consultation, co-operate (where applicable) in the introduction of new technology and new working practices, in addition to that already in place, as it may apply to the work of an Administrator to ensure the smooth running of the
- To assist the divisional senior team in relation to complaints and/or investigations they may be dealing with on behalf of the
- Be willing to undertake continuous professional development, updating knowledge and skills when identified in personal development reviews (PDR) as part of the knowledge and skills framework (KSF), including Trust and departmental objectives
- Undertake statutory and mandatory training as and when
Planning and organising skills
- To manage and co-ordinate the Clinical Director diary, including using own initiative to make appointments and arrange meetings having regard to other commitments. To provide comprehensive minute taking of all Divisional management meetings as and
- The post holder would be required to exercise independent judgement and initiative in relation to managing their workload and to resolve problems as they arise, taking appropriate action to resolve the problem or by referring to the appropriate
- To process, compute and action documentation received from various sources in order to provide an effective and efficient service.
- To organise meetings as and when required, including composition of agendas, minute taking, booking rooms and arranging hospitality where
- Provide administrative support and co-ordinate conferences/meetings both nationally and locally, arranging travel, accommodation etc as and when
- To organise workshops / training days under the direction of the team, including the production of leaflets, flyers, badges etc. for
- The ability to compose standard forms such as questionnaires as and when
- Attend regular secretarial meetings and take minutes when
- To comply with all Trust Policies
Person Specification
Criteria
Essential
- oAudio typing & word processing skills to RSA 3 qualification or equivalent.
- oTwo years' experience working as a PA/Secretary including minute taking of meetings o
- oDemonstrate the ability to use & understand information systems, i.e. word processing packages, spreadsheets, databases, hospital information system & e-mail.
- oHigh level of organisational ability and communication skills
Desirable
- Experience of audit / research
Person Specification
Criteria
Essential
- oAudio typing & word processing skills to RSA 3 qualification or equivalent.
- oTwo years' experience working as a PA/Secretary including minute taking of meetings o
- oDemonstrate the ability to use & understand information systems, i.e. word processing packages, spreadsheets, databases, hospital information system & e-mail.
- oHigh level of organisational ability and communication skills
Desirable
- Experience of audit / research
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).
