Pa

2 weeks ago

Surrey, United Kingdom Blue Arrow Full time

Personal Assistant to Associate Director & Chief of Service
PAY BAND: Band 4

PURPOSE OF JOB:

- To provide a comprehensive administrative and secretarial service, providing full support to all meetings chaired by the Chief of Service & Associate Director
- Act as an integral member of the Team, to provide support to the Team as required

KEY TASKS & RESPONSIBILITIES:
Administrative/Secretarial
- To provide a full, high quality administrative and secretarial support to the Chief of Service & Associate Director
- To co-ordinate the diary of the Chief of Service & Associate Director including the booking of venues for meetings, sending invites, coordinating responses and rescheduling following discussion.
- To provide formal minute taking for meetings the Chief of Service & Associate Director or other senior clinicians (as requested) is responsible for, following up action points, and the preparation and distribution of agendas.
- To prepare presentation documentation for meetings and projects as appropriate.
- To arrange consultant Strategy meetings and ensure Key stakeholders attend.
- Reformatting and creating documentation as required including producing graphs, spreadsheets, leaflets, PDF documents, etc.
- Create and Maintain Databases for Departmental information.
- To prioritise, plan and organise own work schedule.
- To co-ordinate and arrange the distribution of various policies, procedures and other related documentation as directed
- To ensure that the Trust standards are adhered to in relation to all documentation and confidential information
- Support the smooth functioning of the Obs & Gynae directorate by working flexibly with the senior matrons and deputy chiefs of service as required.
- Respond to callers and/or visitors promptly and courteously, identifying their needs, providing information, or referring them as appropriate to the relevant team
- Assist in collation of information for complaints and prepare responses and getting information prepped and prepared ready for submission with clinical responses.
- Audio Typing

General Administration
- To review incoming mail, determine priority and arrange the dispatch of outgoing mail when required
- To answer telephone calls in a polite and courteous manner, transferring or redirecting as appropriate and relaying messages to the Chief of Service & Associate Director as required
- To order supplies for some of the departments, ensuring best possible pricing researching online and using EROS
- Manage Patient Surveys for all on and off site Outpatients Departments distributing the data on a monthly basis to all relevant locations.
- General office duties including filing and photocopying
- To adhere to hospital policy in relation to patient confidentiality at all times.
- A variety of administration duties to support the smooth running of the Outpatient Departments

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