Administrative Coordinator for Acute Services

3 weeks ago

Wishaw, North Lanarkshire, United Kingdom NHS Ayrshire & Arran Full time

NHS Scotland is dedicated to promoting equality and diversity within our workforce while eliminating unlawful discrimination. Our goal is to ensure that our workforce is truly representative, and that every employee feels valued and empowered to perform at their best. Therefore, NHS Scotland encourages applications from all segments of society.

About Us:

NHS Ayrshire and Arran is one of the 14 territorial NHS Boards within NHS Scotland.

Our Mission:

Collaborating to achieve optimal health for everyone in Ayrshire and Arran.

Our Core Values:

To learn more about NHS Ayrshire and Arran, please click here.

Position Overview

A temporary opportunity has arisen for an Administrative Coordinator for Acute Services, based at University Hospital Ayr.

This role is a secondment/fixed-term opportunity for 12 months.

Working Hours:

37 Hours per Week

Key Responsibilities:

This is an exciting opportunity within Acute Services. The ideal candidate will be adaptable, enthusiastic, and highly motivated, providing extensive administrative support to our senior management team.

Your daily responsibilities will focus on assisting members of the senior management team in Acute Services at University Hospital Ayr. This position will be supervised by the Business Manager for Acute Services. Additionally, you may be required to provide coverage for planned and unplanned absences of administrative colleagues within the Management PA team located in the same office. Responsibilities include:

  • Managing diaries and coordinating meetings.
  • Performing administrative tasks such as recruitment documentation, invoice verification, SSTS data entry, Rotawatch updates, Page Holder rota, and absence management.
  • Taking minutes during meetings and preparing agendas and documents for each meeting attended.
  • Offering advisory support to Senior Charge Nurses/Specialist Nurses regarding administrative policies and procedures.

For additional information about the role, please click the link below to view the job description.

Required Knowledge, Training, and Experience:

Proficiency in MS Office, particularly Outlook, Word, Excel, PowerPoint, and MS Teams, is essential.

Strong communication and interpersonal skills are crucial, along with the ability to work independently as well as collaboratively within a team.

Personal accountability is necessary for managing administrative systems that are vital to the effective operational management of the team.

The ability to prioritize tasks and work under tight deadlines in a dynamic and ever-evolving environment, while balancing conflicting demands to maintain team efficiency, are key competencies.

For further details on the requirements for the role, please click the link below to view the person specification.

Note:

From 1 April 2024, the working week for NHS Agenda for Change employees in Scotland will be reduced. Full-time hours will decrease from 37.5 to 37 hours (pro rata for part-time staff) without any loss of earnings.

NHS Ayrshire and Arran will implement this change, although it may take time to fully transition. If the department cannot safely accommodate the reduced hours from 1st April, you may be required to work 37.5 hours per week (pro rata for part-time staff) until the department can meet the requirements without compromising patient safety. You will, of course, be compensated accordingly. NHS Ayrshire and Arran is committed to fully implementing the 37-hour working week across all areas as soon as it is safe to do so.

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