Personal Assistant

2 weeks ago

Chertsey, United Kingdom Your World Healthcare Full time

**PA for Maternity Department**

**Job Type**: Temporary

**Start date**: Immediate

**Sector**: Healthcare

**Duration**: Expected to for 3 months

**Band**: 4

**Pay Rate s**:
£13.50-£14.50 PAYE inclusive of holiday per hour depending on skill and experience (Our client works via a direct engagement model and the rate will be paye inclusive of Holiday pay)

**Working Days and Hours**:Monday to Friday 9am to 5pm, 37.5 hours a week

**Job Summary**:
To provide comprehensive confidential and professional administrative and secretarial service to the Associate Director of Operations WH&P Division, ensuring that all work is dealt with promptly and efficiently and in accordance with the Trust’s Policiesand Procedures. A high degree of sensitivity and confidentiality isrequired.

To provide administrative support for half day a week to a Consultant Pediatrician.

The Clinical Office Administrative Co-Ordinator will provide
- A comprehensive administrative service to the Consultant
- Act as an essential point of contact for patients and work closely with clinician.
- Exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organization of the work.

**Duties**:
**To provide a full, high quality secretarial service to the Associate Director of Operations Women’s Health and Paeds (WHP); Divisional Director; Divisional Chief Nurse / Midwife; including**:
**Act as Personal Assistant providing a comprehensive administrative and secretarial service. This willinclude**:

- Efficient and courteous handling of all personal and telephone calls to theoffice
- Diary management and arranging ofmeetings
- Management of the office filingsystem
- Progress chasing and "prompting"systems
- Copying and circulation ofdocuments
- Drafting replies to correspondence and taking follow up action, asdirected
- Complete payroll, expenses and mileagesreturns
- Do ERFs for the portfolio of managers
- Writing minutes and action trackers
- Supporting in minute taking for Governance meetings

**General**:

- Prepare draft agendas and take minutes of weekly Divisional meetings, Divisional Performance meetings and all other meetings chaired/ organized by the ADO and the Divisional Director.
- To be responsible for designing and managing the administration of special projects as required by the Division. This may involve significant liaison and consultation, the setting up of systems and databases and the formulation of progressreports.
- Undertake researching and preparation of material in respect of reports orbriefings.
- Organize specific internal or external events asrequired.
- Develop and maintain a system for recording and following up lead responsibilities, actions andtimescales.
- Develop and manage computer databases, as appropriate, to support the effective functioning of theDivision
- Provide other administrative support for the Divisional Director, Divisional Chief Nurse and Associate Director of Paediatrics Nursing. Supporting other members of WH&P Management team as required.
- Arrange representation as specific meetings or events, asrequired.
- Compile and maintain the weekly CAT Rota.
- Maintain the leave diary of the Division advising the ADO of any potential difficulties with leaverequests.
- Any other duties which may be required by the Division in keeping with the broad range of responsibilities pertaining to thepost.
- Able to access and manage evolve / PAS
- Able to access and support on ESR
- To be responsible for self-development on a continualbasis.

**Knowledge, Skills and Qualifications**:

- Good generaleducation
- Secretarial Administration
- Demonstrable experience in supervising staff or leading teams
- NHS Constitution
- Good knowledge of managerial best practice
- Must be able to demonstrate, in relation to patients, visitors, colleagues and other individuals connected with the Trust and NHS

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