Personal Assistant to Head of Pathology

5 months ago


Northampton, United Kingdom Northampton General Hospital NHS Trust Full time

Your duties will include a full range of administrative tasks including managing electronic diaries, dealing with enquiries, typing correspondence and reports, organising venues, times and papers for meetings, in addition to taking minutes, maintaining both a paper and electronic filing system, operating an effective brought forward and tracking system and monitoring actions.

Audio, word processing skills and experience of producing spreadsheets and graphs, as well as PowerPoint presentations, are essential.

Familiarity with Microsoft packages, particularly Outlook, Word, PowerPoint and Excel.

The post holder will provide a high standard of comprehensive secretarial and administrative support.

The post holder will provide a responsive personal assistant service including complex diary management and extensive minute taking.

You will need to be able to use your own initiative and plan your own workload in a way that supports the Senior Management Team and the wider Trust.

The post holder must be able to recognise the important of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion.

Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient mattersor to matters of commercial confidence.

Communicate with tact, understanding and discretion with members of the public/patients/Carers when dealing with enquiries/complaints.

Act as first point of contact for all communications and deal with all such communications Appropriately, including exchange of sensitive information.

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

To provide a comprehensive Personal Assistant service to the Head of Pathology and Deputy Head of Pathology to enable him/her to carry out his/her duties in an effective and efficientmanner.

Prepare and distribute agendas and papers for relevant meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes of formalmeetings in a timely fashion, ensuring that all follow-up action is taken. This is a key part ofthe role and the post holder must be confident and capable of taking minutes at senior level.

The post holder must be able to recognise the important of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion.

Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient mattersor to matters of commercial confidence.

Communicate with tact, understanding and discretion with members of the public/patients/Carers when dealing with enquiries/complaints.

Act as first point of contact for all communications and deal with all such communications Appropriately, including exchange of sensitive information.

Work closely with the other staff to ensure that there is cover for the Head of Pathology and Deputy Head of Pathology during any planned absences, as well as co-ordinating with other staff as appropriate.

Provide specific support to the Senior Team with the administration of Appraisal process, other medical regulations and processes.

Respond to all queries, correspondence and telephone calls received in the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgment to ensure that messages and actions are prioritised and brought to the attention of the Head of Pathology and Deputy Head of Pathology as appropriate with any relevant supporting information.

Sign post on behalf of the Head of Pathology and Deputy Head of Pathology, in their absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the Trust in order to meet deadlines, provide solutions and avoid disruption


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