Personal Assistant/ Administrative Officer

2 weeks ago

Coventry, Coventry, United Kingdom University Hospitals Coventry and Warwickshire NHS Trust Full time

Job summary

This is an exciting and dynamic portfolio role, which requires excellent administrative and co-ordination skills to support the delivery of the Trauma and Neuro Triumvirates' programme of work. The post holder will provide direct administrative support to the Group Clinical Director, Group Director of Operations and Group Director of Nursing and Allied Healthcare Professionals.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Main duties of the job

The post holder will support the GCD, GDO, GDNA and wider Senior Leadership Team (SLT) in their administrative duties including managing diaries, managing systems, arranging and attending meetings, taking effective minutes/action notes and supporting the administrative side of the groups' portfolio.

The post may also contribute to other areas of work as required where delivery responsibility may be outside of our portfolio; therefore, the role requires excellent communication skills to influence stakeholders from across a range of staffing groups.

*** Previous applicants need not apply. ***

About us

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Job description

Job responsibilities

1. Manage commitments of the Group Director of Operations, Group Clinical Director, and Group Director of nursing through efficient diary management.Liaising with a wide range of staff including Clinicians, management teams, and other professional staff within the Trust and outside agencies.Liaison with other Departments will promote a good working relationship with staff external to the Trauma and Neuro team.

2. To act as a point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

This will require: To be the principal point of contact for the Trauma and Neuro management team, screen and prioritise all enquiries (written, electronic, verbally, in person), providing support and advice to staff and deal with other personnel issues.Dealing with incoming mail (including email), and incoming telephone calls, and ensuring messages are passed on or callers transferred to correct staff members. Handling calls of a highly confidential and private matter.

Deal sympathetically and professionally, as appropriate, on behalf of the department with patient and staff issues.

3. To ensure, wherever possible, that all documentation is up to date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where will require effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription; manipulation and distribution of appropriate correspondence.

Organise meetings on behalf of the team. Composing agendas, and transcribing minutes proactively ensuring action points are raised and and type correspondence from the team to ensure effective communication with the wider group.

Effectively manage allocated areas of work, progress-chase and report, as appropriate, including the collection, analysis and presentation of information.

4. To implement and maintain an efficient office management system/procedure to enable the Department to optimise their patient care will require effective time management, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel;

Ensuring office equipment and stationery levels are maintained, processing orders as required.

5. To continually contribute to patient and business improvement Agendas

This will require undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvement.

6. Support team members.

This will require demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are always maintained; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.

Undertaking appropriate staff training and development as required. Any other reasonable duties as requested.

For further details of the role please see the attached job description.

Person Specification

Qualification /Training

Essential

See supporting documents

Experience

Essential

See supporting documents

Desirable

See supporting documents

Knowledge

Essential

See supporting documents

Desirable

See supporting documents

Skills & Abilities

Essential

See supporting documents

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