Administrative Support

An exciting opportunity has arisen within the Division of Medicine for an Administrative Support.

The department is extremely busy and provides an efficient administrative service to a number of specialties, as well as supporting the wider Division and Senior Divisional leadership team.

The post holders will act as a point of contact for all members of the Multi-Disciplinary Team, as well as external stakeholders and must be able to organise their own workload within defined guidelines.

To provide an efficient and effective administrative service to the Division of Medicine Management team, responsibility for providing support to the Matrons, Care Group Managers, Care Group Support Managers and Clinical Directors.

To act as a point of liaison for the Division of Medicine to ensure smooth running of the service and sharing of relevant information with key stakeholders.

Walsall Healthcare NHS Trust provides integrated acute and community healthcare in the West Midlands serving a population of 260,000 residents, employing more than 4,000 staff with a combined total income of just over £220m.

This an exciting time to be joining the Trust with opening of the £36m brand new Emergency Department and 37-bed Acute Medical Unit (AMU) co-located with Ambulatory Emergency Care and our Frailty service We have pushed boundaries and developed a building with a state-of-the-art design and flow with many other co-located services including an Urgent Treatment Centre.

More than £50m has been invested in healthcare services across the hospital’s estate which includes two new, state-of-the-art MRI scanners, the creation of a new 22 bedded Intensive Care Unit and a new Obstetric Theatre and expansion of the Neonatal Unit.

To assist the divisional administration team to provide efficient and effective clerical support to the Matrons, Care Group Managers, Care Group Support Managers, clinical Directors in respect of:
Producing correspondence, reports and presentations

Managing a diary

Receiving, managing and disseminating information as appropriate.

Raise orders for equipment, uniform, invoices etc on Integra (Procurement System)

Open staff absences; update appraisals etc on ESR (Electronic Staff Record) for staff within the Division.

When requested by Managers, to advertise a variety of jobs available within the Division on TRAC (Recruitment System).

Provide support to manage the Divisions workforce issues with specific input in respect of monitoring reports/chasing relevant staff for overdue/due appraisals and mandatory training modules.

Managing personal files and ensuring all filing is up to date, as per Trust policy.

Collate and manage turnaround documents and time sheets.

To have access to Allocate/Health Roster for medical staff within remit, reporting issues to appropriate CDs for resolution and cross covering to provide divisional support.

To liaise with Recruitment regarding new staff starting within the Care Groups.

To provide cover for colleagues as advised by the PA to the Divisional Director

To adhere to the IT Systems Security Policy. Your attention is drawn to the confidential nature of the information collected within the NHS. The unauthorised use or disclosure of patient or other personal information is a dismissible offence and in the case of computerised information, could result in a prosecution for an offence of action for civil damages under the Data Protection Act 1984.

To participate in an annual Individual Performance Review, as per Trust Policy.

Provide guidance to junior staff as appropriate.

To be responsible for ensuring all incoming and outgoing correspondence is dealt with quickly and effectively by:
Opening & reading incoming post (excluding private & confidential material) on a daily basis.

Assess & agree action plan for dealing with post and other matters requiring immediate attention with the Matrons/Care Group Managers/Care Group Support Managers/Clinical Directors on a daily basis.

To provide an accurate typing and word processing service to the Matrons/Care Group Managers/Care Group Support Managers/Clinical Directors, producing documents, reports and letters to a high standard of presentation in line with the Trust’s Administrative & Clerical Standards and related Policies/Procedures.

To attend and take Action Notes/Minutes of key internal meetings as required, circulating papers for meetings promptly and efficiently.

Will comply with Administrative & Clerical and Divisional Standards to ensure consistent practice in line with corporate guidelines/policies/procedures.

To prioritise workload for important tasks (E.g. minute taking and ensuring turnaround timescales for circulation are met, diary rescheduling; preparation of standard documentation for signature etc)

Any other duties as designated by the PA to the Divisional Director, within banding.