Job summary
Nottingham University Hospitals Governance Team require PA and data administrator support for the service. Three posts are available. There is opportunity for full or part time and flexible working. The Maternity Governance team, the Midwifery Education team and the Consultant midwife for Quality and Safety are looking for candidates with experience of supporting small teams, providing PA and admin support, and supporting with data management.
Nottingham University Hospitals strive to be outstanding in health outcomes and patient and staff experience. We would be delighted to hear from you to discuss the role. The job description has detailed information about the roles and what we need from you.
Main duties of the job
As a Band 4 Administrator you will ensure our Governance and Education teams are developed and effective and that our systems and resources are used appropriately. You will manage day-to-day responsibilities, team activities and events associated with the team especially those linked to the local and national requirements and standards. The post holder will provide support to team members and accountable parties in the creation and planning of key events and work closely with the team and associated colleagues to ensure planning is executed in a timely manner. The post holder will be responsible for using systems and setting up systems and databases where none previously exist and their ongoing maintenance, and will run reports on ad hoc and regular occasions.
The post holder will have demonstrable expertise in a full range of administrative and organisational policies and procedures, including analytical skills acquired through training and relevant experience.
The post holder will be expected to work flexibly and will be given the autonomy to prioritise work to ensure that team managers are fully briefed, prepared and well supported. The post holder will be expected to seek advice when necessary but will be responsible for managing own area of work.
Please refer to the job description and person specification attached to the advert for the full details
About us
With over 18,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Job description
Job responsibilities
The post holder will provide support within the Governance and Education structure and provide team support. The post holder will manage day-to-day responsibilities, team activities and events associated with the team especially those linked to the local and national requirements and standards. The post holder will provide support to team members and accountable parties in the creation and planning of key events and work closely with the team and associated colleagues to ensure planning is executed in a timely manner. The post holder will be responsible for using systems and setting up systems and databases where none previously exist and their ongoing maintenance, and will run reports on ad hoc and regular occasions.
The post holder will have demonstrable expertise in a full range of administrative and organisational policies and procedures, including analytical skills acquired through training and relevant experience.
The post holder will be expected to work flexibly and will be given the autonomy to prioritise work to ensure that team managers are fully briefed, prepared and well supported. The post holder will be expected to seek advice when necessary but will be responsible for managing own area of work.
KEY JOB RESPONSIBILITIES
Routine and Admin responsibilities
- The post holder, on a day to day basis will manage the processes and associated administration of the governance/education structure, including achieving a high standard of administration support services and ensuring staff sickness, absence and annual leave are acknowledge and recorded in line with the trust procedures.
- Provide daily co-ordination and management of electronic diaries, events and activity, receive all forms of communication, ensuring they are prioritised appropriately Utilise an efficient bring forward system to ensure senior staff are kept informed of all requirements to support activities, including escalating problems where needed
- Draft agendas for meetings and responses to correspondence.
- Ensure databases kept up to date in an accurate way and be prepared to provide data and reports on a routine and ad-hoc basis, maintain efficient manual and electronic filing systems.
- Advanced keyboard skills are required in order to analyse data, compile reports, appraise and summarise reports and respond to routine daily email correspondence, electronic feedback, review information and data. Be available during normal working hours to deal with team and staff issues and when not available, ensure that systems are in place to allow team members to access required information
Financial Responsibilities:
- Ensure that funding is managed for business critical training and prioritised and distributed in accordance with service needs, in conjunction with team members.
Communication and relationship skills:
- Use excellent communication and interpersonal skills to build relationships and interact with individuals within healthcare at all levels.
- Produce written communications as required which are clear, fluent, concise and easily understood.
- To act as a central point of contact, using a variety of communication methods including via telephone, email and face to face.
- Communicate complex, sensitive information diplomatically and professionally.
- The post holder will be expected to plan and facilitate high level meetings, with a wide range of external organisations/agencies.
- The post holder will support the organisation of events/conferences, speakers, delegates, housekeeping and managing a range of projects.
- There will be a regular requirement to take, transcribe formal minutes, and create reports, documents, and drawings using IT packages (including Word, Excel, Outlook, Power Point, and Publisher), to create reports using advanced keyboard skills.
Analytical & Judgemental Skills:
- To ensure that any tasks relevant to team responsibilities are effectively managed and escalated where necessary.
- Collect, correlate and analyse necessary data, ensuring information is recorded and presented accurately and disseminated appropriately including the need to manage the administrative functions of the programme, liaising with teams and analysing data
- The post holder will be expected to produce analytical reports that demonstrate impact of team work.
- The post holder will be expected to maintain concentration whilst undertaking intense pieces of work, despite having to respond to frequent interruptions and unforeseen events.
Planning & Organisational Skills, Service development:
- Assist in the planning and organisation of feedback systems/activities to include training events, meetings, taking minutes/notes, arranging venues, external training courses and recruitment events, ensuring reporting structures are maintained and managed appropriately.
- Working across a range of team activities, managing and re-arranging when needed.
- To plan, organise and co-ordinate the day to day operations of the team.
- Act as a knowledge resource for others in issues relating to team responsibilities
- Support social media strategy by sharing information posts as much as possible.
- Organise and take key actions from any relevant meetings and keep track of action logs.
Professional Development:
- Take responsibility for personal performance and own development needs in line with development pathway
- Attend mandatory training appropriate to the role and undertake basic workplace assessments to ensure health and safety, infection control guidelines etc. are adhered to.
Job description
Job responsibilities
The post holder will provide support within the Governance and Education structure and provide team support. The post holder will manage day-to-day responsibilities, team activities and events associated with the team especially those linked to the local and national requirements and standards. The post holder will provide support to team members and accountable parties in the creation and planning of key events and work closely with the team and associated colleagues to ensure planning is executed in a timely manner. The post holder will be responsible for using systems and setting up systems and databases where none previously exist and their ongoing maintenance, and will run reports on ad hoc and regular occasions.
The post holder will have demonstrable expertise in a full range of administrative and organisational policies and procedures, including analytical skills acquired through training and relevant experience.
The post holder will be expected to work flexibly and will be given the autonomy to prioritise work to ensure that team managers are fully briefed, prepared and well supported. The post holder will be expected to seek advice when necessary but will be responsible for managing own area of work.
KEY JOB RESPONSIBILITIES
Routine and Admin responsibilities
- The post holder, on a day to day basis will manage the processes and associated administration of the governance/education structure, including achieving a high standard of administration support services and ensuring staff sickness, absence and annual leave are acknowledge and recorded in line with the trust procedures.
- Provide daily co-ordination and management of electronic diaries, events and activity, receive all forms of communication, ensuring they are prioritised appropriately Utilise an efficient bring forward system to ensure senior staff are kept informed of all requirements to support activities, including escalating problems where needed
- Draft agendas for meetings and responses to correspondence.
- Ensure databases kept up to date in an accurate way and be prepared to provide data and reports on a routine and ad-hoc basis, maintain efficient manual and electronic filing systems.
- Advanced keyboard skills are required in order to analyse data, compile reports, appraise and summarise reports and respond to routine daily email correspondence, electronic feedback, review information and data. Be available during normal working hours to deal with team and staff issues and when not available, ensure that systems are in place to allow team members to access required information
Financial Responsibilities:
- Ensure that funding is managed for business critical training and prioritised and distributed in accordance with service needs, in conjunction with team members.
Communication and relationship skills:
- Use excellent communication and interpersonal skills to build relationships and interact with individuals within healthcare at all levels.
- Produce written communications as required which are clear, fluent, concise and easily understood.
- To act as a central point of contact, using a variety of communication methods including via telephone, email and face to face.
- Communicate complex, sensitive information diplomatically and professionally.
- The post holder will be expected to plan and facilitate high level meetings, with a wide range of external organisations/agencies.
- The post holder will support the organisation of events/conferences, speakers, delegates, housekeeping and managing a range of projects.
- There will be a regular requirement to take, transcribe formal minutes, and create reports, documents, and drawings using IT packages (including Word, Excel, Outlook, Power Point, and Publisher), to create reports using advanced keyboard skills.
Analytical & Judgemental Skills:
- To ensure that any tasks relevant to team responsibilities are effectively managed and escalated where necessary.
- Collect, correlate and analyse necessary data, ensuring information is recorded and presented accurately and disseminated appropriately including the need to manage the administrative functions of the programme, liaising with teams and analysing data
- The post holder will be expected to produce analytical reports that demonstrate impact of team work.
- The post holder will be expected to maintain concentration whilst undertaking intense pieces of work, despite having to respond to frequent interruptions and unforeseen events.
Planning & Organisational Skills, Service development:
- Assist in the planning and organisation of feedback systems/activities to include training events, meetings, taking minutes/notes, arranging venues, external training courses and recruitment events, ensuring reporting structures are maintained and managed appropriately.
- Working across a range of team activities, managing and re-arranging when needed.
- To plan, organise and co-ordinate the day to day operations of the team.
- Act as a knowledge resource for others in issues relating to team responsibilities
- Support social media strategy by sharing information posts as much as possible.
- Organise and take key actions from any relevant meetings and keep track of action logs.
Professional Development:
- Take responsibility for personal performance and own development needs in line with development pathway
- Attend mandatory training appropriate to the role and undertake basic workplace assessments to ensure health and safety, infection control guidelines etc. are adhered to.
Person Specification
Training & Qualifications
Essential
- GCSE or equivalent in English Language
- GCSE or equivalent in Maths
- Computer literate
Desirable
- Project management skills
Analytical and Judgement skills
Essential
- Able to use judgement to make decisions in order to solve problems/enquiries. Uses own initiative
- Uses resources cost effectively. Works in line with organisational goals and objectives. Ability to remain calm under pressure
Planning and organisation skills
Essential
- Excellent organisation skills with the ability to work to deadline. Demonstrates an ability to organise own work schedule. Demonstrates an ability to delegate and organise work for others. Manages time effectively and displays initiative. Ability to prioritise workload
- Able to effectively manage diaries. Ability to arrange meetings and book rooms/venues. Must be confident to set up rooms for development activity, plus MS Teams meetings.
Physical skills
Essential
- Able to work flexibility across different sites. Ability to move equipment and case notes on occasion. Use of VDU equipment and keyboards
Other requirements specific to the role
Essential
- Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace. . Highly motivated. Demonstrates enthusiasm and a conscientious approach to work, advocating this to others. Displays self-confidence, innovation and positive image. Flexible approach to work
- Remains calm and co-operative under pressure or in difficult and uncertain situations. Gives consistent and stable performance under pressure.
Communication and Relationship skills
Essential
- Able to work in a team or independently, able to communicate effectively with all members of the department
- Understanding of patient confidentiality and General Data Protection Regulation
- Must be able to clearly and accurately convey information gathered from both verbal and documented reports. Can complete letters, forms, reports & tables using computerised technology from information collected
- Must be understanding and helpful. Friendly and professional telephone manner. Maintain confidentiality, sensitivity and empathy in communication with patients/colleagues
Experience
Essential
- Good knowledge of Microsoft Office and ability to use Excel to high standard. Experience of producing data reports
- Experience of supporting small teams. Experience of taking and transcribing minutes
Desirable
- Previous experience working in healthcare
- Experience of undertaking audit
Person Specification
Training & Qualifications
Essential
- GCSE or equivalent in English Language
- GCSE or equivalent in Maths
- Computer literate
Desirable
- Project management skills
Analytical and Judgement skills
Essential
- Able to use judgement to make decisions in order to solve problems/enquiries. Uses own initiative
- Uses resources cost effectively. Works in line with organisational goals and objectives. Ability to remain calm under pressure
Planning and organisation skills
Essential
- Excellent organisation skills with the ability to work to deadline. Demonstrates an ability to organise own work schedule. Demonstrates an ability to delegate and organise work for others. Manages time effectively and displays initiative. Ability to prioritise workload
- Able to effectively manage diaries. Ability to arrange meetings and book rooms/venues. Must be confident to set up rooms for development activity, plus MS Teams meetings.
Physical skills
Essential
- Able to work flexibility across different sites. Ability to move equipment and case notes on occasion. Use of VDU equipment and keyboards
Other requirements specific to the role
Essential
- Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace. . Highly motivated. Demonstrates enthusiasm and a conscientious approach to work, advocating this to others. Displays self-confidence, innovation and positive image. Flexible approach to work
- Remains calm and co-operative under pressure or in difficult and uncertain situations. Gives consistent and stable performance under pressure.
Communication and Relationship skills
Essential
- Able to work in a team or independently, able to communicate effectively with all members of the department
- Understanding of patient confidentiality and General Data Protection Regulation
- Must be able to clearly and accurately convey information gathered from both verbal and documented reports. Can complete letters, forms, reports & tables using computerised technology from information collected
- Must be understanding and helpful. Friendly and professional telephone manner. Maintain confidentiality, sensitivity and empathy in communication with patients/colleagues
Experience
Essential
- Good knowledge of Microsoft Office and ability to use Excel to high standard. Experience of producing data reports
- Experience of supporting small teams. Experience of taking and transcribing minutes
Desirable
- Previous experience working in healthcare
- Experience of undertaking audit
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.