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Lead Healthcare Support Specialist

3 months ago

Preston, Lancashire, United Kingdom Lancashire Teaching Hospitals Full time

Job Overview

We are seeking a highly skilled and organized individual with exceptional communication abilities to fulfill the role of Senior Healthcare Assistant. This position is vital for the effective operation of our healthcare services, and we are eager to find a candidate who meets the challenge.

In this role, you will be an integral part of the healthcare team, providing top-notch administrative and governance support, while ensuring adherence to healthcare regulations and standards. You will serve as the primary contact for all inquiries related to healthcare governance.

Key Responsibilities

Your responsibilities will include managing a diverse range of tasks efficiently to deliver a comprehensive, high-quality service, while maintaining professionalism and confidentiality. You will collaborate closely with staff members across various departments to support healthcare initiatives.

A significant aspect of your role will involve attending meetings to document minutes and actions, providing support to senior management, and ensuring accuracy and attention to detail. You will review documents, prepare reports, coordinate meetings, and assist with various projects. Additionally, you will engage in data analysis and contribute to the development and implementation of new policies and procedures.

Working for Our Organization

Lancashire Teaching Hospitals NHS Foundation Trust comprises a dedicated team of professionals who work together across various roles to ensure that our facilities provide outstanding care with compassion.

Our remarkable staff consistently exceed expectations to enhance patient experiences and maintain our services, and we take pride in recognizing their efforts.

Detailed Job Description and Main Responsibilities

  • Provide comprehensive support for formal meetings, including secretariat services for Boards and Committees.
  • Ensure the accuracy and consistency of meeting documents, which may be complex and extensive.
  • Manage sensitive and potentially contentious issues in accordance with established procedures.
  • Assist in planning training and development programs and organizing speakers for meetings.
  • Utilize advanced time management skills to resolve scheduling conflicts for meetings and events.
  • Communicate effectively with internal and external stakeholders on complex topics.
  • Contribute to corporate governance reporting and assist with the evaluation of Board effectiveness.
  • Support the onboarding process for new Board members as necessary.
  • Provide guidance on the proper functioning of Committees and report writing requirements.
  • Propose enhancements to Committee practices and assist in developing protocols.
  • Serve as the primary contact for Board members, ensuring they receive necessary communications.
  • Maintain electronic databases and corporate information systems, generating reports as needed.
  • Oversee the electronic Board support database, managing access requests.
  • Create documents using various IT applications and manage meeting logistics.
  • Work independently and prioritize tasks to meet deadlines amidst competing priorities.
  • Support arrangements for membership meetings, including the Annual General Meeting.
  • Manage the ordering of supplies and processing of invoices in compliance with policies.
  • Assist with monitoring the Corporate Affairs inbox as directed.
  • Perform other administrative tasks as required and provide cross-cover during absences.
  • Maintain the website and intranet pages related to Corporate Affairs activities.
  • Draft correspondence on behalf of designated individuals, ensuring high presentation standards.
  • Maintain an efficient electronic filing system, ensuring compliance with data protection regulations.
  • Uphold high standards of practice and contribute to the Trust's strategic objectives.
  • Participate in the annual appraisal process and complete relevant training as required.

Person Specification

Qualifications

Essential Criteria

  • Degree or significant equivalent experience.
  • Extensive knowledge of Microsoft Office software and advanced keyboard skills.
  • Evidence of continuous professional development.

Desirable Criteria

  • Post-graduate qualification or equivalent experience in business administration.
  • ECDL qualification or equivalent.

Knowledge and Experience

Essential Criteria

  • Significant experience as an Executive Assistant providing high-level support.
  • Proven experience in agenda preparation and formal minute-taking.
  • Detailed knowledge of business management and office procedures.
  • Extensive understanding of administrative and organizational policies.
  • Proven ability to work autonomously and use initiative effectively.

Desirable Criteria

  • Broad understanding of the NHS.
  • Experience in budget management.