Pa to Maternity Service Leads

2 weeks ago

Peterborough, United Kingdom North West Anglia NHS Foundation Trust Full time

An exciting opportunity has become available for a band 4 PA /rota coordinator support officer to join the Maternity leadership team. We are looking for an energetic and dedicated personal assistant to provide a comprehensive secretarial and administrative service.

This is a busy and varied role, and you will bring excellent organisational skills, minute taking and records management experience. Comprehensive administrative experience of working with a similar level of management as well as rota coordination skills would be highly advantageous to the role. The personal assistant is the first point of contact for the Maternity service leads ; therefore, excellent communication skills, diary management, minute taking and attention to detail are required.
- To provide an efficient, effective, confident, and comprehensive personal assistance support and co-ordination to the Maternity Service Leads.
- To proactively forward plan, manage office systems with the ability to communicate at all levels and ensure the provision of high-quality patient care by efficiently deploying staff across areas, including on call.
- Manage Rota Coordination for the Maternity Unit. Have a daily overview of all staff within the business unit, anticipate problems and autonomously resolve situations within sphere of role, expediently. Manage staff shortages and gaps within the rota and source external agency cover to provide safe and sufficient cover within the business unit, following senior approval.

We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.

Benefits to you
- 27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff)
- NHS Pension Scheme
- Flexible working opportunities
- Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays
- Career development and training
- Wellbeing support and activities
- In-house physiotherapy Service
- On-site canteens with subsidised meals
- Subsidised staff parking (currently free)
- Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough
- To provide efficient and comprehensive PA/secretarial support to the Maternity Leadership Team.
- To assess, prioritise and action own workload, and delegate work appropriately.
- To autonomously assess priorities and action correspondence on behalf of the Maternity Leadership Team, compiling letters and responding on their behalf as appropriate.
- Maintain an accurate, open electronic diary system for the Maternity Leadership Team, coordinating schedules, arranging meetings and acting as liaison point for all parties concerned.
- To oversee communications within the Division.
- To ensure MPA and sickness are processed on ESR in a timely manner.
- Manage annual leave, study leave and sickness leave for Senior Managers and Consultants within Maternity Services Division.
- Prepare agendas and collate relevant attachments, attend meetings and take minutes and action trackers for Divisional meetings, including the monthly Clinical Business Unit meetings and the Divisional Leadership Board. Ensure the venues are appropriate and agendas and minutes are distributed in a timely manner.
- When required take notes and minutes of highly confidential and sensitive meetings, e.g. disciplinary/grievance meetings
- Ensure the senior management team are reminded of key deadlines and timescales for key pieces of work and planning.
- Communicate with Payroll and HR regarding pay and other ad-hoc queries and issues.
- Communicate with Directors, medical staff, managers and other staff within North West Anglia NHS Foundation Trust, other hospitals and outside organisations on a regular basis, taking messages, organising meetings, acting on actions and dealing with issues/queries appropriately.
- Ensure all Alerts are actioned appropriately.

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