Personal Assistant/ Administrative Officer

2 months ago

Coventry, United Kingdom University Hospitals Coventry and Warwickshire NHS Trust Full time

This is an exciting and dynamic portfolio role, which requires excellent administrative and co-ordinative skills to support the delivery of the Chief Medical Officers programme of work. The post holder will provide direct administrative support to the Deputy Chief Medical Officers (DCMOs), Medical Directorate, the Medical Re-validation & Appraisal function and the Job Planning function. All of which are part of the Chief Medical Officer (CMO) portfolio.

The Medical Directorate is part of the Corporate/core function at University Hospitals Coventry and Warwickshire NHS Trust. It is lead by the CMO and deputy CMOs with support of an Executive Assistant, Business Manager, Revalidation & Appraisal Officer and Job Planning Officer.

Please be advised there is a proposed interview date of week commencing 17th April.

The post holder will support the Deputy Chief Medical Officers (DCMOs), Medical Directorate Business Manager, Executive Assistant (CMO) and Medical Senior Management Team (SMT) in their administrative duties including managing diaries, managing systems, arranging and attending meetings, taking effective minutes/action notes and supporting the administrative side of the CMO portfolio.

The post holder will also support the day to day running of the Medical Re-validation & Appraisal function, working closely with our Medical Re-validation & Appraisal Officer to ensure the system supports our medical colleagues through their appraisal and re-validation process.

The post may also contribute to other areas of work as required where delivery responsibility may be outside of our portfolio; therefore, the role requires excellent communication skills to influence stakeholders from across a range of staffing groups.

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence®designated organisation - please click the link for further details about this prestigious award.Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Main duties include providing administrative support to the Medical Directorate, specifically the Deputy Chief Medical Officers, Medical Directorate Business Manager and Executive Assistant to the Chief Medical Officer. Duties will include organising meetings for the DCMOs, attending meetings, taking and transcribing minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level.

Provide administrative support to CMO portfolio work/project work as required by the Medical Directorate Business Manager, including collation and reporting of data in order to produce reports, spreadsheets and presentations, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines.

To organise, manage and maintain the use of information systems including PReP and Equitini 360, ensuring the Trust meets quality and performance standards

Manage orders, requisitions and invoices as appropriate for the directorate.

To plan, organise and implement the clerical and administrative processes of the Medical Directorate, Medical Re-validation & Appraisal function and job planning function where required, demonstrating effective office skills.

Support detailed and / or specialist project work with Business Manager and wider Medical Directorate team.

Support the Medical Workforce Group with organising meetings, attending meetings, taking and transcribing minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level.

To ensure, wherever possible, that all documentation is up-to-date, in an

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