Personal Assistant to Corporate Nursing Division

3 weeks ago

Huddersfield, United Kingdom Calderdale and Huddersfield NHS Foundation Trust Full time

Job summary

The office of the Chief Nurse is seeking to appoint a highly competent and enthusiastic Personal Assistant (PA) to provide secretarial and administrative support to the Corporate Nurse Team.

Working within a challenging and fast paced environment the successful applicant will possess excellent administrative, organisation, communication and interpersonal skills.

Main duties of the job

The post holder will provide a fully comprehensive, efficient, proactive and confidential administrative and secretarial service to key personnel within the Corporate Nursing Team. They will work closely with the PA to the Chief Nurse/Deputy Chief Nurse and provide cover as and when required.

The successful candidate will have the ability to work on their own initiative and pay close attention to detail. Candidates should have a good level of general education, excellent secretarial skills and a high level of IT experience and understanding. The post holder will provide a high quality and responsive personal assistant service which will include servicing of committees/boards, minute taking and electronic diary management.

If you are enthusiastic, reliable and have a flexible approach to work, then we would like to talk to you about joining our team.

About us

We employ more than 6,500 staffwho deliver compassionate care from our two main hospitals,Calderdale Royal Hospital and Huddersfield Royal Infirmary as well as in community sites, healthcentres and in patients' homes. We also are incredibly proud to have almost 150 volunteers here at CHFT.

We provide a range of services including urgent and emergency care; medical; surgical; maternity; gynaecology; critical care; children's and young people's services; end of life care and outpatient and diagnostic imaging services.

We provide community health services, including sexual health services in Calderdale from Calderdale Royal and local health centres. These include Todmorden Health Centre and Broad Street Plaza.

We continue to modernise and invest in our health services to build on our strong reputation.Foundation trusts are public leaders in improving quality in health services. They are part of the NHS- yet decisions about what they do and how they do it are driven by independent boards. Boardslisten to their Council of Governors and respond to the needs of their members - patients, staff andthe local community.

Foundation trusts provide what the health service wants, yet are also free to invest quickly in thechanges to the local community needs, in striving to be the best, and in putting their patients first.

Job description

Job responsibilities

Effectively manage the electronic diaries of key personnel within the Corporate Nursing Division. Set up appointments, meetings and organise venues/facilities as appropriate. Prepare, collate, distribute agendas and book rooms where necessary. Have good experience of producing formal minutes/notes of meetings and action logs. Prioritise and be responsible for own workload, to ensure all deadlines for correspondence, and agenda items are met within the required timescales. To be able to work on own initiative with a proactive approach and make decisions within written guidelines, sometimes without reference to others. Have good experience of Microsoft Office applications including MS Outlook, Teams, Excel, and PowerPoint. Ensure there are effective administrative systems and procedures in operation, maximising the use of technology to ensure efficiency. Ensure that high standards of data quality are maintained. Provide professional telephone services within Trust Headquarters Corporate Office on both sites. Prioritise communications ensuring urgent matters are addressed by appropriate colleagues in a timely manner whilst taking responsibility for dealing with these personally in a professional manner. Arrange transport, hotel reservations and functions as and when required. Establish and maintain effective communication networks at all levels, both internally and with external partner agencie Maintain high personal standards of work with attention to detail and always observing strict confidentiality. Assist with Directorate recruitment process using the Trust recruitment application TRAC. Assist with recording data on the Electronic Staff Record system. Provide an administrative and secretarial service to the Chief Nurse/Deputy Chief Nurse in the absence of their PA. To be based cross site in Trust Headquarters at HRI and CRH and be adaptable and flexible to work at various sites within the Trust subject to service needs. To be able to work flexibly hours and agile. Arrange and facilitate listening groups and any administration required. Order stationary, office equipment and other ad-hoc orders as required through the e-procurement system. Utilise relevant knowledge and skills to support the Divisions goal Performany other duties as deemed appropriate for theDivision. To provide loggist support to internal control and command procedures as required. To actively promote and role model the Trusts vision and values of one culture of care. Use digital technology to promote efficient ways of working. Person Specification

QUALIFICATIONS / TRAINING

Essential

GCSEs in Maths & English at grade A* - C or equivalent qualifications Accurate keyboard skills to RSA 3 or equivalent or can demonstrate work to that level

Desirable

Evidence of ongoing personal/professional development Qualification in Microsoft Excel or equivalent

KNOWLEDGE, EXPERIENCE & EXPERTISE

Essential

PA experience in a busy office environment including diary management Advanced knowledge of Microsoft Office applications Word, Excel, Outlook, PowerPoint, MS Teams Experience of organising and prioritising workloads for self Ability to produce work to a high standard within set timescales Previous experience of Agenda setting and servicing committees Experience of taking and producing complex minutes of meetings Well-developed organisational skills Ability to work under pressure and to tight deadlines Ability to work with minimal supervision Committed to service needs

Desirable

Ability to deal with staff and patients/relatives/external bodies in a calm professional manner at all times Flexible and adaptable Experience of PA/secretarial work in a healthcare setting Experience of Hospital electronic systems and databases Experience of PAS/PASWEB/Datix

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)

Essential

Excellent written and verbal communication skills

Desirable

Builds and maintains sound relationships within teams and with colleagues in other areas

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