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Personal Assistant and Rota Co-ordinator in Trauma
1 month ago
Job summary
The post holder will provide a high standard of comprehensive secretarial and administrative support to the Directorate Manager, Clinical Director & Matron for Trauma & Orthopaedics, and provide a quality and responsive personal assistant service including diary management, report writing support and minute taking amongst other duties commensurate with the post.
The post holder will co-ordinate the day-to-day management of the Orthopaedic Trainee Doctor rota and support the Administration manager with the management of the Consultant and Registrar rota using clear communication, planning and organisational skills to ensure the appropriate level of medical staff.
Main duties of the job
To provide administrative and project support to the T&O Triumvirate, including summarising reports and other documents, ensuring action points are brought to the Managers attention and followed up as necessary.
Monitoring email and post received, ensuring actions required are identified and brought to the relevant manager's attention.
Dealing with routine correspondence, drafting responses as appropriate, and ensuring relevant background information is available as required.
Minute meetings as required.
Monitoring action points and ensuring they are reported on at subsequent meetings.
About us
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 are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
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 ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
Main Duties and Responsibilities
Drafting agendas and ensuring paperwork for meetings is distributed in a timely manner.
To draft and prepare presentation materials as required by the triumvirate.
To develop and implement effective document retrieval and filing systems to support effective working and efficiency within the department.
Managing effective electronic diary systems and working with the Triumvirate to ensure effective diary management and scheduling of appointments.
Working with other PAs and assistants to provide a comprehensive range of admin support to the Directorate team ensuring cross-cover is available as required.
The post holder will be responsible for stationary stock control, including ordering to ensure adequate resources available for the department, as and when required.
To provide admin support to other senior members of staff as required. To carry out any other relevant tasks as required by the T&O Triumvirate.
To support the Surgical Division with the management and monitoring of the Surgical Bed Board, including Disney, Compton, Spencer & Althorp wards and HDU/ITU bed boards.
To provide support and access to the Surgical Bed Boards and provide training where required.
To escalate any bed capacity concerns to the Divisional Director and Directorate Managers.
To ensure appropriate access to all hospital IT systems and relevant wards has been actioned for all new Consultant & Trainee Doctors.
The post holder will be required to communicate effectively with junior medical staff across the directorates, as well as with managers, Consultant, Workforce Information, and external agencies and attend and participate in team and departmental meetings.
The post holder will be expected to use both eRostering and Medirota to ensure adequate staffing has been assigned to the relevant duties and escalate any staffing concerns. Update Patchwork and liaise with HR Locum Centre to provide cover.
They will act as a first point of contact for all doctors concerning locum duties, sick leave, annual leave, and study leave. This will include approval of the requested leave and updating electronic systems. This includes accurate reporting to the service lead to comply with Sickness and Absence policy & procedures.
It is the post holders responsibility to ensure any Consultant & Trainee on-call commitments are covered effectively and are compliant with the European Working Time Directive.
It is the post holders responsibility to work along-side the administration managers to co-ordinate theatre rotas 6 weeks in advance and reflected on the theatre management system (Nexus).
The post holder will also be required to work as part of the administrative team supporting the Trauma & Orthopaedic service. They will demonstrate flexibility and the ability to prioritise workloads to support the existing administrative team and provide cross-cover for any member of the administrative team during periods of sickness or leave in keeping with their banding.
The support provided should be between the core hours of 8am 5pm. However, flexibility from the core hours may be required and will be determined locally depending upon the needs of the service.
Ensure confidentiality is maintained in all communication and that documents and other sensitive information is always secure.
To undertake training on an ad-hoc basis to refresh or update any new policies / procedures and ensuring full Mandatory training requirements are met and up to date.
The post-holder may be required to carry out other relevant duties as required.
The post-holder will adhere to the duties specified under the Staff Responsibilities of the NHS Constitution in their day-to-day work and behaviours.
The post-holder will be expected to aspire to the Values of the Trust in their day-to-day work and behaviours to support the Trust in achieving its Vision.
The post-holder will adhere to, at all times, any Professional, NHS Code of Conducts and legislation relevant for their area of work.
The post-holder will make themselves familiar with, and adhere to, at all times, the policies and procedures of the Trust, and their area of work.
The post-holder will be expected to work to any Corporate/Division/Directorate/Department objectives and standards to provide an acceptable level of service.
The post-holder will be expected to undertake training, including mandatory and role specific training, relevant to their role and ensure it is renewed as required.
Person Specification
Educations, Training and Qualifications
Essential
Educated to degree level or equivalent level of education, training, or experience Minimum 3 GCSE at Grade C or above, including English, or equivalent
Desirable
NVQ 3 business and Administration or equivalent
Knolwedge and experience
Essential
Experience of working with Consultant & Trainee Doctor Rotas / Colleague Rotas Able to produce and collate information and to maintain manual and computerised records Excellent keyboard skills and good working knowledge of Microsoft Office in particular Excel spreadsheets Previous administrative experience Demonstrates good written and verbal communication skills Experience of working in a busy office environment Work well as part of a team
Desirable
Experience of working in the NHS Experience in working with Patient Administration Systems, including Camis
Skills
Essential
Developed attention to detail and accuracy Organisation skills and the ability to work methodically and prioritise Ability to cope under pressure and meet deadlines Ability to help build working relationships at all levels with and outside the hospital Ability to communicate with all levels of staff including clinicians, junior medical staff, practitioners, managers, and others as required Able to maintain confidentiality at all times Analytical and judgement skills for problem solving Can demonstrate the ability to appropriately challenge existing ways of working
Desirable
Touch typing