Maternity Personal Assistant

6 months ago

Dartford, United Kingdom Dartford and Gravesham NHS Trust Full time

Plan and organise Departmental, Multidisciplinary Team (MDT) and external agency meetings as directed by the Director of Midwifery and Gynaecology and their Deputy. Arrange cancellation/reduction of meetings in accordance with the Director of Midwifery and Gynaecologys and the Deputy Head of Midwiferys commitments. Ensure that relevant documentation is prepared and available for meetings. Make travel arrangements when required.

Act as prompt to the DOM and their Deputy regarding reports and responses requested at Trust Board level or from other agencies such as NHSE, NHS Public Health, CCG or LMNS. Produce suitable information materials to assist with the smooth running of the Department for example ensuring up to date organisational and governance charts are available. Assist with project work if required including preparation of presentation materials. Escalate appropriately any queries sent to the maternity department via the secretarys office; this includes complaints and requests for personal health records and freedom of information requests.

Oversee the budget across the department for all stationary and non-clinical consumables. Use Integra to purchase all necessary clinical and non-clinical equipment. Ensure continuous review for value for money, and identify cost saving opportunities. Oversee the secretarial teams working policies and systems suggesting and implementing changes as required Ensure the timely submission of reports for Divisional and Trust meetings and Committees.

Support secretarial team to use the Integra finance system across the department. Ensure external income received directly by the maternity services is tracked and accounted for appropriately. The PA will receive and provide a range of information which may be complex and/or sensitive. Clinical responsibilities: The postholder has no clinical responsibilities however they will be required to work closely with the Director of Midwifery & Gynaecology (DOM) and their Deputy and senior Teams to ensure continued patient care.

**Education and development responsibilities**: All budget holders will undertake on the job training in all matters financial and will be responsible for ensuring they are setup in the finance/procurement/HR systems with the appropriate authorisation levels. Undertake annual review and statutory and mandatory training Participate in or undertake training needs analysis Support more junior secretarial staff to develop their own skills and seek out new ways of working.

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