Job summary
An exciting opportunity has arisen for a full-time personal assistant within the Neurosurgical Division at The Walton Centre NHS Foundation Trust.
You will be working for the Assistant Chief Nurse, and as such will be the first point of contact.
This position is ideal for someone who is well-organised, has excellent time-management skills, is proficient with using Microsoft Teams, and has experience and knowledge of other packages including Microsoft Word and Excel.
You will facilitate communication and collaboration across all surgical departments to ensure smooth processes and outcomes.
Experience of working in a medical environment and knowledge of medical terminology would be a distinct advantage.
A knowledge of the Datix reporting system would also be advantageous.
If this sounds like you and you would like to join our friendly and approachable team, we want to hear from you.
Main duties of the job
Meeting co-ordination: Booking room/setting up Teams, preparing and circulating agenda and papers, subsequent tracking of action progression
Diary management
Preparing and collaborating reports
Information management
Project co-ordination
Working collaboratively with ward mangers and matrons to support enabling achieving targets and KPIs
Event and conference planning: Logistics, scheduling and co-ordination of people
Point of contact for both internal and external communication. Responding and drafting correspondences to same
Instigation and co-ordination of new meetings
Ordering stationary and non-medical supplies
About us
The Walton Centre
NHS Foundation Trust is the only NHS trust to hold dual accreditation for the
Investors in People we invest in people and we invest in wellbeing
standards and has been awarded Gold status for both. The
Walton Centre is a leader in the treatment and care of neurology and
neurosurgery, placing the patient and their family at the heart of everything
we do. As the only specialist hospital trust in the UK dedicated to providing
comprehensive neurology, neurosurgery, spinal and pain management services we
are proud to be rated as an Outstanding Trust by the Care Quality Commission
(CQC), and champion change throughout the field of neuroscience. Originally
formed in 1992, the Trust received Foundation Trust status in 2009.
With
around 1,450 staff, The Walton Centre treats more than 127,000 outpatients and
18,000 inpatients each year. We have leading specialists and incredibly
dedicated staff delivering excellent clinical outcomes for brain, spinal and
neurological care nationally and internationally. Teams across our site in
Fazakerley, Liverpool, offer a world-class service in diagnosing and treating
injuries and illnesses affecting the brain, spine and peripheral nerves and
muscles, and in supporting people suffering from a wide range of long-term
neurological conditions.
Job description
Job responsibilities
Role summary
To provide comprehensive secretarial support and administrative services to Matrons /Deputy Divisional Nurses and Divisional Nurses.
To work with the minimum of supervision in an organised, efficient manner in order to maximise the effective use of both their own time and that of managerial staff.
It is essential that the post holder uses initiative compatible to the role and is able to multitask whilst maintaining confidentiality at all levels at all times.
To produce excellent minutes from requested meetings.
Key responsibilities
Principal responsibilities:
To manage diaries effectively using the Outlook electronic system to co-ordinate internal and external meetings and some corporate events.
To arrange travel and accommodation as required when staff attend meetings, conferences or courses.
To deal with incoming queries/correspondence and telephone calls in a professional and sensitive manner; preparing any draft responses as necessary. Ensure messages and actions are prioritised and brought to the attention of the relevant senior nurse.
To produce reports and various correspondence via the digital dictation system/copy typing as required.
To provide full administrative/secretarial support to relevant meetings, including Trust Daily safety Huddle. Prepare and circulate agendas and supporting papers (this may require some research in order to collate information), adhering to the set deadlines.
To take minutes and produce action trackers from meetings; ensuring these are brought to the prompt attention of the relevant staff to enable follow up as necessary.
To prepare presentations/reports through a variety of mediums such as PowerPoint, Excel or Word as required.
To ensure meeting rooms are booked and appropriate equipment is available where necessary; order refreshments if required.
To establish and maintain effective, accurate and, where appropriate, confidential electronic and manual recall systems, ensuring that all files can be retrieved easily. Ensure compliance with the Records Management Policy.
Delegated Duties:
To order stationery/supplies using the relevant electronic system and be responsible for maintaining adequate supply of stationary etc. for the senior nurse office.
To maintain accurate records of study leave (clinical/non-clinical), annual leave and sickness/absences of staff through completion of eroster.
General:
To comply with Trust policies. Undertake all duties of the post in a professional manner, maintaining confidentiality pertaining to patient or staff issues.
To ensure the efficient running of the senior nurse office. Ensure that new, permanent/temporary staff members are given guidance in order that work can be undertaken efficiently.
Carry out any other duties that may reasonably be requested of the post holder to facilitate the smooth running of the senior nursing team office.
Job description
Job responsibilities
Role summary
To provide comprehensive secretarial support and administrative services to Matrons /Deputy Divisional Nurses and Divisional Nurses.
To work with the minimum of supervision in an organised, efficient manner in order to maximise the effective use of both their own time and that of managerial staff.
It is essential that the post holder uses initiative compatible to the role and is able to multitask whilst maintaining confidentiality at all levels at all times.
To produce excellent minutes from requested meetings.
Key responsibilities
Principal responsibilities:
To manage diaries effectively using the Outlook electronic system to co-ordinate internal and external meetings and some corporate events.
To arrange travel and accommodation as required when staff attend meetings, conferences or courses.
To deal with incoming queries/correspondence and telephone calls in a professional and sensitive manner; preparing any draft responses as necessary. Ensure messages and actions are prioritised and brought to the attention of the relevant senior nurse.
To produce reports and various correspondence via the digital dictation system/copy typing as required.
To provide full administrative/secretarial support to relevant meetings, including Trust Daily safety Huddle. Prepare and circulate agendas and supporting papers (this may require some research in order to collate information), adhering to the set deadlines.
To take minutes and produce action trackers from meetings; ensuring these are brought to the prompt attention of the relevant staff to enable follow up as necessary.
To prepare presentations/reports through a variety of mediums such as PowerPoint, Excel or Word as required.
To ensure meeting rooms are booked and appropriate equipment is available where necessary; order refreshments if required.
To establish and maintain effective, accurate and, where appropriate, confidential electronic and manual recall systems, ensuring that all files can be retrieved easily. Ensure compliance with the Records Management Policy.
Delegated Duties:
To order stationery/supplies using the relevant electronic system and be responsible for maintaining adequate supply of stationary etc. for the senior nurse office.
To maintain accurate records of study leave (clinical/non-clinical), annual leave and sickness/absences of staff through completion of eroster.
General:
To comply with Trust policies. Undertake all duties of the post in a professional manner, maintaining confidentiality pertaining to patient or staff issues.
To ensure the efficient running of the senior nurse office. Ensure that new, permanent/temporary staff members are given guidance in order that work can be undertaken efficiently.
Carry out any other duties that may reasonably be requested of the post holder to facilitate the smooth running of the senior nursing team office.
Person Specification
SKills & Attributes
Essential
- Take initiative when required.
- Liaise with internal and external contacts effectively, politely & confidentially.
- Ensure sickness records are accurately maintained.
- Ability to take actions when appropriate and judgement.
Qualifications
Essential
- Minimum of RSA III Word processing and Audio Transcription (or equivalent)
- Proficient in all Microsoft Office packages (Word, Excel, Access, PowerPoint).
Desirable
- RSA III
- ECDL qualifications
- Shorthand Qualifications
Experience
Essential
- Knowledge of administrative and secretarial procedures
- Experience working as a PA.
- Strong minute-taking skills
- Producing reports/letters
- Prepare & circulate agendas and supporting papers for committees.
- Produce accurate minutes of ad-hoc meetings.
- Maintaining accurate electronic and manual records
- Ability to meet deadlines.
- Demonstrate competency to undertake the role.
- Deal effectively with correspondence, taking phone calls, drafting written responses & ensuring effective screening to identify appropriate actions/referrals are made in set timescales.
- Ability to prioritise workload.
- Ability to effectively manage diaries.
- Team working
Person Specification
SKills & Attributes
Essential
- Take initiative when required.
- Liaise with internal and external contacts effectively, politely & confidentially.
- Ensure sickness records are accurately maintained.
- Ability to take actions when appropriate and judgement.
Qualifications
Essential
- Minimum of RSA III Word processing and Audio Transcription (or equivalent)
- Proficient in all Microsoft Office packages (Word, Excel, Access, PowerPoint).
Desirable
- RSA III
- ECDL qualifications
- Shorthand Qualifications
Experience
Essential
- Knowledge of administrative and secretarial procedures
- Experience working as a PA.
- Strong minute-taking skills
- Producing reports/letters
- Prepare & circulate agendas and supporting papers for committees.
- Produce accurate minutes of ad-hoc meetings.
- Maintaining accurate electronic and manual records
- Ability to meet deadlines.
- Demonstrate competency to undertake the role.
- Deal effectively with correspondence, taking phone calls, drafting written responses & ensuring effective screening to identify appropriate actions/referrals are made in set timescales.
- Ability to prioritise workload.
- Ability to effectively manage diaries.
- Team working
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
