Pa Coordinator Sobell House

6 months ago

Oxford, United Kingdom Oxford University NHS Foundation Trust Full time

To co-ordinate and be responsible for the provision of full Personal Assistant, secretarial and administrative services to designated managers/nurses. To work effectively with PA colleagues to provide a seamless, integrated and efficient PA service to the HPCT, CPCT and RIPEL management and nursing teams. Implement policies and procedures to maintain proactive, efficient department/office and online filing systems to facilitate the smooth running of the administrative services. Manage their defined areas within the speciality and be responsible for prioritising work, reviewing working practices to ensure the effective running of the department and effective communication structures are implemented.

To organise meetings, including co-ordinating dates, booking venues, sending out agenda and supporting papers, arranging equipment and refreshments where required. Responsible for co-ordinating meetings. Help prepare draft agendas for meetings. Participating in meetings to take minutes, share screen material and record virtual meetings.

Circulating minutes and tracking to ensure actions are completed. To liaise with other departments as required. Undertake general administrative/office duties including, typing, photocopying/scanning, attaching documents to electronic patient files, arrangement of meetings, taking minutes and dealing with general communication. Responsible for producing/collating regular statistics/reports for the management team and distribution of these to other departments as appropriate.

To include the production of the daily MDT list for the hospital team. Assist with any research or audit projects undertaken by the team, for example, by helping prepare questionnaires, collating and summarising data. Support the management team in administrative arrangements for new starters within the HPCT, CPCT and RIPEL team, ensuring they have sufficient equipment prior to their start with the Trust, i.e. laptop, telephone, IT access, badge etc.

Ensure all electronic equipment is working correctly and troubleshoot any issues and report and organise repairs as necessary via IM&T. Keep accurate and updated Standard Operational Procedures (SOPs). Undertake any further training where necessary, and participate in monthly 1:1s with line manager and an annual review/appraisal. Attend team, supervision and other meetings as required, and be involved in the development of service initiatives.

Responsible for the diary management for managers, and to arrange and coordinate meetings and appointments as requested, liaising with other administrative colleagues to ensure effective communication, e.g. ensuring that reception staff are aware of impending visitors. Recording any home visits or telemeds from calendars onto EPR. Be a participating member of the Admin Team, working flexibly and providing cover for the Team as required.

Be able to prioritise workload on a daily basis and work independently with a limited amount of supervision. Assist with provision of cover for absent colleagues as requested by the Team Lead/Manager which may sometimes be at short notice, requiring a flexible approach to work. Working closely with PA colleagues and line manager to provide adequate cross-cover for absences. To communicate a variety of complex and sensitive information effectively and to a high standard both orally and in writing as requested, and respect and maintain the confidentiality of patients and staff information.

To comply with the requirements of the Data Protection Act, Access to Health Records and any other legislation issued in relation to confidential data. Any other duties as directed by managers. This may cover a wide range of duties including providing cover for other teams.

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