Divisional Admin Pa

1 month ago

London, United Kingdom Barnet and Chase Farm Hospitals Full time

**Main duties of the job**:
**Working for our organisation**:
**Detailed job description and main responsibilities**:
**1. General duties and responsibilities**:

- Understand the standing operating procedures for divisional administration
- General administrative duties such as photocopying and distribution of mail.
- Manage priorities effectively and successfully and be able to cope with frequent interruptions
- Ensure all written or verbal enquires from relevant management teams and external agencies are received and responded to in a courteous and diplomatic manner.
- Support the team in answering telephone calls and dealing with enquiries in a helpful and courteous manger using initiative and discretion or directing the call to the appropriate staff member.
- Examine all incoming mail, (both paper and electronic) as appropriate and action as required. this will include drafting responses, personally collating information required or contacting relevant people to ensure the task is completed with a timely manner.
- Deal with all information in a sensitive and confidential manner, protecting the security of information where appropriate both internally and externally.
- Provide reasonable cross-cover for other divisional admin PAs to ensure a consistent and effective administration service is maintained at all times.
- Deal with concerns/complaints as appropriate, immediately escalating where necessary to the appropriate manager for prompt action.
- **Divisional management and recruitment processes**
- Support with diary management for senior divisional team ad directed, including managing conflicting commitments and ensuring actions delegated by the divisional management team are followed through in a timely manner.
- Set up and coordinate agreed divisional and directorate meeting dates, prepare meeting agenda and papers in advance, attending meetings as required, monitor attendance lists, and produce minutes and action notes of meetings within agreed turnaround times.
- Engage in the induction of new team members
- Arrange induction programme for new staff within the divisional management team as directed
- Support with setting up and coordinating consultant interview panels within the division as directed
- Coordinate and monitor the recruitment processes associated with the division.
- **Requisition management**
- Where necessary support with the ordering and maintenance of agreed levels of stationary/non-stock items for the department
- Report and coordinate any maintenance work and maintenance of office equipment needed within the work environment.

**4. Information and data quality**:

- Ensure a high standard of data quality is maintained, arranging audit support and data validation as appropriate.
- Support the team as required with updating data on relevant shared drives and departmental databases. Produce reports (routine and ad-hoc) as requested by the management team.

**5. Competencies and personal development**:

- Attend mandatory training required for administrative staff as outlined in the trust mandatory training framework and any training where updating of skills/knowledge is required.
- Be proficient in the use of all electronic systems in relation to work area including Microsoft Word, Excel, Powerpoint and Office and undertake training as required.
- Participate in yearly staff appraisal, identifying professional development objectives and learning requirements.
- The job description outlines the current main responsibilities of the post. However the duties of the post may change and develop over time and may therefore be amended in consultation with the post holder.

**Person specification**:
**Education & professional Qualifications**:
**Essential criteria**:

- English and Maths at GCSE

**Desirable criteria**:

- Diploma level qualification or equivalent experience
- RSA 2 or RSA 3 work processing/typing or equivalent experience
- Courses / further study attended to demonstrate evidence of personal development
- Strong working knowledge and proficient in the use of Microsoft packages including Outlook, Excel, Powerpoint and Word.

**Experience**:
**Essential criteria**:

- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of working with senior management level with a large and complex organization
- Previous administration and organizational experience
- Experience of managing and prioritizing own workload and working to deadlines
- Experience of dealing with non -routine and complex problems

**Desirable criteria**:

- Experience of interacting with all levels of staff

**Skills and aptitudes**:
**Essential criteria**:

- Excellent written and verbal communication skills
- Excellent organizational skills with meticulous attention to detail
- Excellent customer care practice, being polite, sympathetic, patient and diplomatic
- Understanding patient confidentiality
- Knowledge of Cerner
- Ability to confidently interact and

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