Job summary
The Surgery Directorate is seeking a highly motivated, exceptionally organised and detail-oriented Assistant Manager/PA to join our dynamic team. This role offers variety in that you have the opportunity to support and work directly alongside DMT members as well as support the Deputy General Manager with monitoring, evaluating, and improving the operational performance of our services. The ideal candidate will possess strong analytical skills, excellent abilities to use excel and PowerPoint packages routinely and hold experience in data management, with a commitment to enhancing patient outcomes.
The post holder will offer a high level of administration and organisation support to DMT members and Service Managers.
This role is accountable to the Deputy General Manager.
This is a unique role and opportunity for the correct candidate. The Assistant Service Manager/PA Support is a pivotal role providing executive and performance related support and input into the operational management for the directorate.
*** Previous applicants need not apply
Main duties of the job
From an executive perspective the post holder manages the diaries of the General Manager, Head of Nursing and Clinical Director and provides an efficient, comprehensive and confidential administrative and organisational service to the Directorate Management team. The post holder undertakes all planning and support activities in respect of meetings, including preparation and distribution of agendas, collation of reports and papers, minute taking and production of minutes ensuring that meetings are run smoothly and efficiently and ensuring that appropriate action is taken by identified individuals as well as organising and coordinating relevant meetings and local training sessions.
From an operational perspective the post holder is responsible for pulling a number of reports (MIDAS PTL, ERS, follow up back logs and dating reports) as well as tracking both clinical and non-clinical mandatory training requirements ensuring relevant direct reports are informed of staff who are required to complete any expired training. The role requires the post holder to possess in depth knowledge and expertise in managing RTT and entails daily monitoring of performance which leads to liaising with a number of stakeholders (Service Managers and Deputy Service Managers, consultants and nursing) to support with challenges around managing performance.
About us
Organisational Values
Our values help us to define and develop our culture, what we do and how we do it. It is important that you understand and reflect these values throughout your employment with the Trust.
The post holder will:
a. Caring
b. Ambitious
c. Inclusive
Our values and behaviours framework describes what it means for every one of us in the Trust to put our values into action. The framework can be found on our Trust careers pages and GTIntranet.
Job description
Job responsibilities
Performance Monitoring and Reporting
Assist in the collection, analysis, and interpretation of performance data across various departments through Patient Tracking Lists and other performance reports, exporting to Excel, formatting and reviewing the data for accuracy and then sharing the final report with the team
Prepare and present regular performance reports to senior management, identifying trends, risks, and areas for improvement.
Manage large datasets to provide accurate and timely information for decision-making.
Conduct audits and validation checks to ensure the quality and accuracy of performance data.
Use data analysis tools to generate insights and make recommendations for service improvement.
Project Support:
Assist in the planning, coordination, and delivery of performance improvement projects.
Collaborate with cross-functional teams to implement initiatives that enhance efficiency and patient care.
Monitor project progress and contribute to the preparation of reports for Senior management.
Work closely with clinical and non-clinical teams to ensure understanding and alignment with performance objectives.
Communicate complex data and performance issues clearly to a range of stakeholders, including those without technical expertise.
Job description
Job responsibilities
Performance Monitoring and Reporting
Assist in the collection, analysis, and interpretation of performance data across various departments through Patient Tracking Lists and other performance reports, exporting to Excel, formatting and reviewing the data for accuracy and then sharing the final report with the team
Prepare and present regular performance reports to senior management, identifying trends, risks, and areas for improvement.
Manage large datasets to provide accurate and timely information for decision-making.
Conduct audits and validation checks to ensure the quality and accuracy of performance data.
Use data analysis tools to generate insights and make recommendations for service improvement.
Project Support:
Assist in the planning, coordination, and delivery of performance improvement projects.
Collaborate with cross-functional teams to implement initiatives that enhance efficiency and patient care.
Monitor project progress and contribute to the preparation of reports for Senior management.
Work closely with clinical and non-clinical teams to ensure understanding and alignment with performance objectives.
Communicate complex data and performance issues clearly to a range of stakeholders, including those without technical expertise.
Person Specification
Qualifications
Essential
- Educated to HNC/Equivalent Diploma/equivalent experience
- GCSE Maths & English
- Track record of significant continuous professional and management development
Previous Experience
Essential
- Substantial experience of working as a PA within a large complex organisation such as the NHS
- Previous experience of dealing with public/clients
- Experience of working in a multi-disciplinary team
- Experience of minute taking and servicing a committee or group
- Have significantly contributed to meeting operational objectives
- Evidence of introducing and supporting change processes
- Evidence of establishing, maintaining and consolidating effective working relationships with clinicians and multi-disciplinary teams
- Evidence of positively influencing organisational culture
- Track record of supporting the management of innovation and service improvements
Desirable
- Have significantly contributed to meeting strategic objectives
- Experience of delivering services on a multi-site basis
Skills/ Knowledge/ Ability
Essential
- Evidence of self-motivation techniques
- Excellent IT skills, experience using the full range of Microsoft Office Suite
- Ability to work on own initiative and with minimal supervision
- Ability to develop good working relationships with colleagues at all levels
- Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person
- Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines.
- Understanding of confidentiality and its application and maintenance in the workplace.
- Willingness to learn new processes and systems of work quickly.
- Must be self disciplined, reliable, trustworthy, highly motivated, enthusiastic, discrete
Person Specification
Qualifications
Essential
- Educated to HNC/Equivalent Diploma/equivalent experience
- GCSE Maths & English
- Track record of significant continuous professional and management development
Previous Experience
Essential
- Substantial experience of working as a PA within a large complex organisation such as the NHS
- Previous experience of dealing with public/clients
- Experience of working in a multi-disciplinary team
- Experience of minute taking and servicing a committee or group
- Have significantly contributed to meeting operational objectives
- Evidence of introducing and supporting change processes
- Evidence of establishing, maintaining and consolidating effective working relationships with clinicians and multi-disciplinary teams
- Evidence of positively influencing organisational culture
- Track record of supporting the management of innovation and service improvements
Desirable
- Have significantly contributed to meeting strategic objectives
- Experience of delivering services on a multi-site basis
Skills/ Knowledge/ Ability
Essential
- Evidence of self-motivation techniques
- Excellent IT skills, experience using the full range of Microsoft Office Suite
- Ability to work on own initiative and with minimal supervision
- Ability to develop good working relationships with colleagues at all levels
- Excellent communication skills dealing with patients, visitors and staff in an efficient and courteous manner over the telephone and in person
- Excellent organisational skills, with a demonstrable ability to manage and prioritise workload and work methodically, efficiently and accurately to meet tight deadlines.
- Understanding of confidentiality and its application and maintenance in the workplace.
- Willingness to learn new processes and systems of work quickly.
- Must be self disciplined, reliable, trustworthy, highly motivated, enthusiastic, discrete
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
