Job summary
We are looking for an exceptional PA to provide comprehensive and full administrative, clerical and secretarial support to the cross-site Associate Director of Midwifery and Heads of Midwifery and site-based Midwifery Matrons, in order to provide an efficient and cost effective service.
As well as having excellent communication skills and organisational abilities you will need to be a team player and have advanced IT skills, experience of working in a pressurised environment and the ability to work autonomously, prioritising your own workload and acting on your own initiative.
You will have the ability to undertake a large proportion of administrative duties exercising own initiative, discretion and skill. You will be a fantastic team player who can work flexibly with the Assistant Service Manager to ensure key daily/weekly/monthly tasks and reports are completed on time.
You must have a degree or equivalent in a relevant subject or significant previous proven experience of working in a similar area or you will not be shortlisted.
This post may close early if enough applications are received
Main duties of the job
You will be required to maintain confidentiality, adhere to information governance and ICT Security Policy by maintaining information sensitively, demonstrate discretion and respect at all times.
You will be able to communicate effectively with all members of the midwifery team, supporting and promoting teamwork through effective dissemination of information in addition to communicating
effectively with other departments, agencies and patients when appropriate and providing hospitality as required.
You will have the responsibility for the management of various administrative tasks on behalf of the Associate Director of Midwifery and Heads of Midwifery/Site Leads as well as for the input and maintenance of good quality data.
You will ensure deadlines are met and papers are available in sufficient time for distribution whilst providing a high quality, comprehensive and responsive secretarial and administrative support for all of the Midwifery Department as required, including typing, photocopying, scanning, filing and completing online e-forms, printing out copy and filing for reference before submitting.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
Please see JD for full details.
To include and not limited to:
Key Networks
The Associate Director of Midwifery
The Heads of Midwifery
The Womens and Sexual Health Divisional Managerial Team
Clinical Directors for the Division
Midwifery and Nursing Personnel
Other Secretarial and Clerks in the Department
The Trust Executive Team
The HR Advisor to the Service
Main duties and responsibilities
Maintain confidentiality, adhere to information governance and ICT Security Policy by maintaining information sensitively, demonstrate discretion and respect at all time.
Communicate effectively with all members of the midwifery team, supports and promotes teamwork through effective dissemination of information.
Communicate effectively with other departments, agencies and patients when appropriate and provide hospitality as required.
The responsibility for the management of various administrative tasks on behalf of the Associate Director of Midwifery and Heads of Midwifery/Site Leads.
To have responsibility for the input and maintenance of good quality data.
Ensure deadlines are met and papers are available in sufficient time for distribution.
To provide a high quality, comprehensive and responsive secretarial and administrative support for all of the Midwifery Department as required, including typing, photocopying, scanning, filing and completing online e-forms, printing out copy and filing for reference before submitting.
To ensure that stationery of office equipment is used efficiently, appropriately and cost effectively.
To take minutes of meetings as required.
To take responsibility for a complex and varied workload ensuring the efficient co-ordination, prioritisation and achievement of short and long term goals.
Job description
Job responsibilities
Please see JD for full details.
To include and not limited to:
Key Networks
The Associate Director of Midwifery
The Heads of Midwifery
The Womens and Sexual Health Divisional Managerial Team
Clinical Directors for the Division
Midwifery and Nursing Personnel
Other Secretarial and Clerks in the Department
The Trust Executive Team
The HR Advisor to the Service
Main duties and responsibilities
Maintain confidentiality, adhere to information governance and ICT Security Policy by maintaining information sensitively, demonstrate discretion and respect at all time.
Communicate effectively with all members of the midwifery team, supports and promotes teamwork through effective dissemination of information.
Communicate effectively with other departments, agencies and patients when appropriate and provide hospitality as required.
The responsibility for the management of various administrative tasks on behalf of the Associate Director of Midwifery and Heads of Midwifery/Site Leads.
To have responsibility for the input and maintenance of good quality data.
Ensure deadlines are met and papers are available in sufficient time for distribution.
To provide a high quality, comprehensive and responsive secretarial and administrative support for all of the Midwifery Department as required, including typing, photocopying, scanning, filing and completing online e-forms, printing out copy and filing for reference before submitting.
To ensure that stationery of office equipment is used efficiently, appropriately and cost effectively.
To take minutes of meetings as required.
To take responsibility for a complex and varied workload ensuring the efficient co-ordination, prioritisation and achievement of short and long term goals.
Person Specification
Qualifications and Training
Essential
- Educated to Degree level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Desirable
- Multiverse certificate of completion
Experience
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area
- Knowledge of administrative procedures, project management or information analysis.
Desirable
- Basic knowledge of project principles.
- Previously worked in similar position within the public sector.
Knowledge and Skills
Essential
- Excellent time management skills with the ability to re-prioritise.
- Excellent communication skills and able to convey complex information on administrative matters, requiring developed interpersonal and oral/ written communication skills.
- Proven Excel experience and able to represent data sets in different formats
- Advanced keyboard skills, use of a range of software
- Ability to work without supervision.
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Desirable
- Ability to pull together comprehensive draft reports, data and letters. Negotiating, networking and persuasive skills.
- Project management skills.
- Has completed Excel teaching package (certified) or equivalent
Personal Qualities
Essential
- Commitment to and focused on quality, promotes high standards in all they do.
- Able to make a connection between their work and the benefit to patients and the public.
- Consistently thinks about how their work can help and support clinicians and frontline staff deliver better outcomes for patients.
- Values diversity and difference, operates with integrity and openness.
- Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others.
- Consistently looks to improve what they do, look for successful tried and tested ways of working, and also seeks out innovation.
- Actively develops themselves and supports others to do the same.
- Understanding of and commitment to equality of opportunity and good working relationships.
- An ability to maintain confidentiality and trust and an awareness of information governance requirements and data protection
- Professional, calm and efficient manner
- Commitment to continuing professional development
Person Specification
Qualifications and Training
Essential
- Educated to Degree level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Desirable
- Multiverse certificate of completion
Experience
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area
- Knowledge of administrative procedures, project management or information analysis.
Desirable
- Basic knowledge of project principles.
- Previously worked in similar position within the public sector.
Knowledge and Skills
Essential
- Excellent time management skills with the ability to re-prioritise.
- Excellent communication skills and able to convey complex information on administrative matters, requiring developed interpersonal and oral/ written communication skills.
- Proven Excel experience and able to represent data sets in different formats
- Advanced keyboard skills, use of a range of software
- Ability to work without supervision.
- Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Desirable
- Ability to pull together comprehensive draft reports, data and letters. Negotiating, networking and persuasive skills.
- Project management skills.
- Has completed Excel teaching package (certified) or equivalent
Personal Qualities
Essential
- Commitment to and focused on quality, promotes high standards in all they do.
- Able to make a connection between their work and the benefit to patients and the public.
- Consistently thinks about how their work can help and support clinicians and frontline staff deliver better outcomes for patients.
- Values diversity and difference, operates with integrity and openness.
- Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others.
- Consistently looks to improve what they do, look for successful tried and tested ways of working, and also seeks out innovation.
- Actively develops themselves and supports others to do the same.
- Understanding of and commitment to equality of opportunity and good working relationships.
- An ability to maintain confidentiality and trust and an awareness of information governance requirements and data protection
- Professional, calm and efficient manner
- Commitment to continuing professional development
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.
