Personal Assistant

2 weeks ago

Northampton, United Kingdom Northampton General Hospital NHS Trust Full time

Personal Assistant to Clinical Director Radiology and Pathology

Organise and minute meetings

Provide project management support to the department.

Deal with sensitive and confidential information ensuring confidentiality and discretion is maintained at all times

Provide effective input into the work of the Trust, to support the achievement of our vision and values.

ROLE AND RESPONSIBILITIES

To manage the Clinical Director, Assistant Medical Director and Divisional Director commitments through efficient electronic diary management.

To organise meetings (external & internal), site visits and seminars including arranging travel and accommodation where required.

To ensure daily workload of the managers and management team is managed in an appropriate and efficient way.

To prepare presentation materials as required by the Imaging management team.

To take minutes for departmental meetings and distribute in a timely manner, collate action logs and send reminders to delegates to make them aware of their deadlines.

To provide administrative support to members of the radiology management team when required.

Work in close liaison with other Consultants’ medical secretaries to support some daily tasks

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

To put in place and manage a process for tracking, collating and responding to complaints within the timescales required by the Trust.

To liaise with many different staff groups to arrange complex meetings and seminars. This will require comprehension of some complex terminology and language.

To deal with patients sympathetically and professionally on behalf of the Head of Imaging as and when appropriate.

Liaise with HR managers over arranging disciplinary/grievance/ sickness meetings and hearings acting as a confidential note taker.

To manage and administer distribution and circulation lists.

To prepare letters and other forms of communication on behalf of the Head of Imaging and the Imaging management team.

To be the principal point of contact for the Directorate Manager, screen and prioritise all enquiries (written, electronic, verbally, in person), providing support and advice to staff and deal with other personnel issues. Support in recruitment and selection of staff, ability to complete all the relevant paperwork.

To supervise the opening, processing and sending of mail, photocopying and faxing, as and when necessary.

To assist in setting up maintenance contracts maintaining spreadsheets to track expiry dates and costs etc.

To manage and assist in the collation of information for statistical reports as and when required and requested.

Prepare and oversee all paperwork, including invoices, for the Head of Imaging and Deputy Head of Imaging for coding/signature.

Keep up to date electronic database lists for the directorate.

To prepare documents and forms for staff changes, notification of leavers and change forms for HR and Pay Role

To ensure leave is monitored and checked for the Imaging Management team bringing to the attention of the appropriate manager any cover issues.

To carry out general office and administration duties as required.

To support and assist the Administration Office Manager in accurate recording of all sickness absences and time out records.

To comply with the Trust and departmental risk management policies, raise incident reports and assist in risk assessments in and around the department.

To liaise with third party suppliers of goods and services enabling departmental orders for consumables and services to be raised as and when required. Checking off deliveries, chasing incomplete orders and keeping an accurate record of outstanding orders and follow up as required.

Be aware of the content of the major incident plan for the department knowing their roles and responsibilities.

OTHER INFORMATION
- The postholder m

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