Personal Assistant

Job summary

Personal Assistant to Clinical Director Radiology and Pathology

Manage the diaries of the Clinical Director, and provide some administrative support to Consultant Radiologist. Monitor communications coming in to the department email, post and telephone identifying actions and alerting the appropriate manager.

Organise and minute meetings

Provide project management support to the department.

Deal with sensitive and confidential information ensuring confidentiality and discretion is maintained at all times

Provide effective input into the work of the Trust, to support the achievement of our vision and values.

Main duties of the job

ROLE AND RESPONSIBILITIES

To manage the Clinical Director, Assistant Medical Director and Divisional Director commitments through efficient electronic diary management.

To organise meetings (external & internal), site visits and seminars including arranging travel and accommodation where required.

To ensure daily workload of the managers and management team is managed in an appropriate and efficient way.

To prepare presentation materials as required by the Imaging management team.

To administer aspects of the recruitment process including booking interview rooms, coordinating reporting arrangements, greeting candidates and processing paperwork.

To monitor communication by email, post and telephone ensuring these are prioritised and brought to the correct manager's attention for action.

To take minutes for departmental meetings and distribute in a timely manner, collate action logs and send reminders to delegates to make them aware of their deadlines.

To provide administrative support to members of the radiology management team when required.

Work in close liaison with other Consultants' medical secretaries to support some daily tasks

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

To put in place and manage a process for tracking, collating and responding to complaints within the timescales required by the Trust.

To liaise with many different staff groups to arrange complex meetings and seminars. This will require comprehension of some complex terminology and language.

To deal with patients sympathetically and professionally on behalf of the Head of Imaging as and when appropriate.

Liaise with HR managers over arranging disciplinary/grievance/ sickness meetings and hearings acting as a confidential note taker.

To manage and administer distribution and circulation lists.

To prepare letters and other forms of communication on behalf of the Head of Imaging and the Imaging management team.

To be the principal point of contact for the Directorate Manager, screen and prioritise all enquiries (written, electronic, verbally, in person), providing support and advice to staff and deal with other personnel issues. Support in recruitment and selection of staff, ability to complete all the relevant paperwork.

To supervise the opening, processing and sending of mail, photocopying and faxing, as and when necessary.

To assist in setting up maintenance contracts maintaining spreadsheets to track expiry dates and costs etc.

To manage and assist in the collation of information for statistical reports as and when required and requested.

Prepare and oversee all paperwork, including invoices, for the Head of Imaging and Deputy Head of Imaging for coding/signature.

Keep up to date electronic database lists for the directorate.

To prepare documents and forms for staff changes, notification of leavers and change forms for HR and Pay Role

To ensure leave is monitored and checked for the Imaging Management team bringing to the attention of the appropriate manager any cover issues.

To carry out general office and administration duties as required.

To support and assist the Administration Office Manager in accurate recording of all sickness absences and time out records.

To comply with the Trust and departmental risk management policies, raise incident reports and assist in risk assessments in and around the department.

To liaise with third party suppliers of goods and services enabling departmental orders for consumables and services to be raised as and when required. Checking off deliveries, chasing incomplete orders and keeping an accurate record of outstanding orders and follow up as required.

Be aware of the content of the major incident plan for the department knowing their roles and responsibilities.

OTHER INFORMATION

The postholder may be required to carry out other relevant duties as required.

The postholder will adhere to the duties specified under the Staff Responsibilities of the NHS Constitution in their day to day work and behaviours.

The postholder will be expected to aspire to the Values of the Trust in their day to day work and behaviours in order to support the Trust in achieving its Vision.

The postholder will adhere to, at all times, any relevant Professional or NHS Code of Conducts, legislation and Assurance Frameworks.

The postholder will make themselves familiar with, and adhere to, at all times, the policies and procedures of the Trust, and their area of work.

The postholder will be expected to work to any personal, Corporate, Divisional, Directorate and Departmental objectives and standards in order to provide an acceptable level of service.

The postholder will be expected to undertake training, including mandatory and role specific training, relevant to their role and ensure it is renewed as required.

This job description reflects the present requirements of the post and it does not form part of the contract of employment. If the duties of the post change and develop the job description will be reviewed and will be subject to amendment, in consultation with the postholder. It is the Trusts aim to reach agreement on reasonable changes, but if agreement is not possible the Trust reserves the right to effect changes to the postholders job description after consultation with them. Appropriate notice of such changes will be given.

Person Specification

Educations, Training and Qualifications

Essential

Minimum 3 GCSEs at grade (C / 5) or above, including English or equivalent Certificate in secretarial studies or extensive experience as a secretary or PA

Desirable

NVQ3 or equivalent experience or qualifications

Knowledge and Experience

Essential

Very good written and verbal communication skills Experience in organising complex events or meetings. Experience of a range of administrative procedures Experience of working and communicating with a wide range of people at various levels of seniority. Courteous, tactful and efficient telephone manner Proficient in Microsoft Office packages including outlook, Word and Excel and PowerPoint Experience in dealing with complex processes and procedures. Works well independently as well as part of a team

Desirable

Experience of working in a large organisation Experience with quality management systems. Experience of working for the NHS

Skills

Essential

Excellent planning and organisational skills Analytical and judgement skills for problem solving Able to give both negative and positive feedback Excellent attention to detail and accuracy Organisational skills and the ability to work methodically and prioritise Ability to cope under pressure and meet deadlines Ability to help build effective working relationships at all levels within and outside the hospital Ability to communicate with all levels of staff including consultants, junior medical staff, practitioners, nurses, technicians and managers and others as required Able to maintain confidentiality at all times Advanced keyboard skills Knowledge of Microsoft excel and power point

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