Divisional Lead Personal Assistant
5 days ago
Ensure efficient and effective management of Divisional Secretarial and Bank Admin services within the Division. Providing leadership and day to day support to Senior Diagnostic and Specialties Management teams with regard to delivery of the Divisional secretariat and bank admin functions.
Develop and lead recruitment, local induction/on-going training programmes for secretarial and bank staff in conjunction with HR/IM&T.
Support Specialty TRIs and Divisional TRIs to deliver consistent, quality secretariat and bank admin service delivery.
Responsible for leading improvement initiatives with secretariat/bank staff to achieve continuous improvement in service provision.
Organisational management of divisional rep of the day rota.
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county. Our workforce of almost 8,000 staff provides high quality emergency, elective and specialist care across a range of clinical areas. We are a centre of excellence for stroke care, oncology and trauma. We offer a huge range of opportunities and benefits in a genuinely supportive working environment including but not limited to a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, flexible working options as well as discounted public transport.
Admin/Management
- Responsible for the line management and day to day line management of the Divisional secretarial teams and Diagnostic and Specialties Admin Bank.
- Manage and monitor the non-pay budget for the services under the remit of Divisional Admin ensuring appropriate levels of stationery and equipment is maintained.
- Monitor the Pay budget for Divisional Admin ensuring expenditure is in line with establishment.
- Investigate complaints relating to A&C staff, liaising with PALS and Medico Legal Department where relevant.
- Assist Divisional Management in the development and implementation of local policies and procedures to improve the effectiveness of the department. This can include monitoring and evaluating new processes.
- Monitor workforce performance for the Divisional Admin Team in liaison with Divisional and Specialty TRIs and prepare mitigation plans to support cover in times of sickness/vacancies.
- Assist Divisional Management with the monitoring and updating of data quality reports around complaints/compliments.
- Take lead role for Health and Safety of A&C staff within the Divisional Secretariat/bank span of control.
- Monitoring of Divisional leave adherence to local annual leave policy, as well as on-call rota.
Workforce
- Lead on the organisation of recruitment and selection of Divisional Admin/bank staff, including preparation of job descriptions, personal specifications and interview admin.
- Maintain the personal files of secretarial/bank staff in the span of control.
- Monitor performance, sickness absence and take appropriate action, when necessary, with local team.
- Complete F200s for authorisation
- Conduct annual appraisals/performance reviews, incorporating KSF and identify training requirements for local team.
Training
- Responsible for planning and implementing induction programme for recently appointed secretarial/admin bank staff
- Monitor and ensure compliance with attendance at statutory, mandatory training across the teams for which you are responsible.
- Develop local rolling training programme for new and existing secretarial staff within the directorate, in conjunction with Trak/Training Lead, to ensure staff complete the agreed Trust mandatory training.
- Be proactive in own Personal Development to ensure ability to support own staff.
Meetings
- Attend Trust Team Briefing sessions, Divisional Resource Panel and regularly meet with Specialty TRIs to update them on relevant issues.
- Attend any other meetings relevant to A&C matters, such as departmental or speciality meetings as required.
Organisational and Development
- To examine admin/clerical and secretarial systems and processes to continuously improve services.
- Put forward proposals for Organisational re-structuring to maximise services by providing appropriate staffing levels.
- Take the lead for various projects as required by divisional management
Procurement and Commissioning
- Commission all stationery and office equipment for the span of control.
- Monitor the delivery of goods procured and distribute as appropriate
- Maintain accurate records of the commissioning, procurement and delivery of goods and authorise payment in a timely manner.
- Resolve issues of quality or delivery with the suppliers.
- Negotiate with suppliers to ensure best deal.
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