Band 5 Personal Assistant/Business Coordinator

King's College Hospital NHS Foundation Trust

This job is now closed

Job summary

An exciting opportunity has arisen for a proactive, motivated and highly skilled candidate to take on the role of Personal Assistant/Business Co-ordinator to the Kings Ophthalmology Service. This role is primarily based at Queen Mary's Hospital in Sidcup though the service itself covers a wide geographical footprint across South East London.

The ideal candidates will possess excellent organisational, interpersonal, communication and problem solving skills. The post holder will work closely with the service leadership team as well as a wide range of stakeholders.

Main duties of the job

The post holder will be responsible for providing consistent and professional administrative and clerical support to the Care Group Triumvirate (General Manager, Clinical Director, and Head of Nursing) and the Senior Management team. This role has a variety of ad hoc demands and so the post holder will possess excellent time management and planning skills. This post will also require flexibility and a high degree of organisational skills.

The post holder will play a pivotal role in supporting Ophthalmology in attainment of service key performance indicators (KPIs). The post holder will also hold a key role in the collation and dissemination of information both within the service and externally. They will organise meetings, ensure accurate record keeping, action logs and updates.

The post holder will work independently and follow the policies and procedures of the Care Group/Trust. The post holder will be expected to use their own initiative while working at the direction of their line manager and senior colleagues and keeping them informed of progress.

About us

King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and around 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley.

King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.

The trust-wide strategy Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we can take Team King's to another level

Date posted

25 March 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£32,720 to £39,769 a year per annum, including high cost area

Contract

Permanent

Working pattern

Full-time

Reference number

213-PRUH-6159592

Job locations

Queen Mary's Hospital

Frognal Avenue

Sidcup

DA14 6LT

Job description

Job responsibilities

Service Coordination:

To coordinate and organise the Senior Management team within Ophthalmology ensuring diary commitments are met
To support the Clinical and Operational Management Team in developing and implementing policies and procedures designed to improve the service where applicable
To adopt and promote a culture of collaborative and cohesive teamwork within the Care Group
To monitor and maintain quality standards and initiate good office practices
In the absence of the Ophthalmology Operational Management Team, to deputise and liaise directly with the Ophthalmology teams to support and act as a point of contact for the service
To facilitate and co-ordinate non-medical recruitment within the service

Communication & Information Resources: (including Governance)

To lead on the administration of meetings within the service (including governance, departmental and subspecialty meetings), taking minutes, maintaining/updating action logs and disseminating information to the relevant parties.
Take a proactive approach in planning and organising meetings, conferences and events.
To be actively involved in maintaining administrative systems, including networked information, electronic messaging
To be actively involved in preparation of data, presentations and reports using appropriate software packages including POWERPOINT and EXCEL as required
Typing of general correspondence and reports
Proactive diary management
To actively monitor the Ophthalmology PTL and to work closely with the admin teams and admissions to ensure the RTT pathways are followed
To promote the role and use of information within the Unit/Dept/Care Group responsible for downloading reports to validate
To have overall responsibility for managing, maintaining and developing the departmental filing systems (paper and electronic)
To maintain confidentiality and handle sensitive data appropriately and in line with Trust Policy.

Financial Management:

To raise purchase orders for the Ophthalmology Care Group
To be responsible for ordering all non-clinical supplies (e.g. stationary) and items of office equipment as necessary by liaising with senior operational team to ensure spends are within the budget
To manage Oracle invoices
To recoup income where required (e.g. prescription charges)
To support the service in the delivery of cost improvement plans.

Data Management:

To be responsible for ensuring that systems and guidelines are in place to guarantee the timely and accurate recording and input of activity data
To support the Management Teams in maintaining compliance with inputting data correctly, in a timely manner to support the service in attaining KPIs (e.g. workforce metrics and complaints response metrics)
To ensure that all data and information remains confidential and protected
To lead on maintaining up to date, complete and accurate data to support business planning, data compliance, clinical audit and research purposes
In partnership with the lead clinicians and service management undertake regular analysis of the data for the various clinical teams, providing routine reports with content as required/agreed by clinical groups involved and to produce other data reports when requested
To undertake specific work to identify and understand data quality weaknesses and to work with clinicians and the audit teams to put in place mechanisms to improve and monitor these areas
In partnership with the lead clinicians, performance and operational teams, to regularly update policies relating to data collection responsibilities of the various clinical and non-clinical teams and ensure that staff have full awareness and understanding of their data recording / data entry responsibilities

Service Development:

To be actively involved in, service developments with all members of the team, ensuring quality standards are adhered to
To be actively involved in any service meetings with clinical and management colleagues to review the existing workload and schedules
To participate in regular team reviews to ensure appropriate and efficient use of resources within the departments
To be actively involved in departmental cover during busy periods, sickness and annual leave when there is an imbalance of workload
To be aware of the need for change in current office practice and to improve service provision through personal development

Personal Development:

To participate in the Trusts performance review scheme including LEAP and appraisals
To complete and update a personal development plan
To attend appropriate courses in order to maintain skill levels
To attend mandatory training in accordance with Trust policy

Other Duties:

To undertake any other duties requested as appropriate to the role and banding.

Job description

Job responsibilities

Service Coordination:

To coordinate and organise the Senior Management team within Ophthalmology ensuring diary commitments are met
To support the Clinical and Operational Management Team in developing and implementing policies and procedures designed to improve the service where applicable
To adopt and promote a culture of collaborative and cohesive teamwork within the Care Group
To monitor and maintain quality standards and initiate good office practices
In the absence of the Ophthalmology Operational Management Team, to deputise and liaise directly with the Ophthalmology teams to support and act as a point of contact for the service
To facilitate and co-ordinate non-medical recruitment within the service

Communication & Information Resources: (including Governance)

To lead on the administration of meetings within the service (including governance, departmental and subspecialty meetings), taking minutes, maintaining/updating action logs and disseminating information to the relevant parties.
Take a proactive approach in planning and organising meetings, conferences and events.
To be actively involved in maintaining administrative systems, including networked information, electronic messaging
To be actively involved in preparation of data, presentations and reports using appropriate software packages including POWERPOINT and EXCEL as required
Typing of general correspondence and reports
Proactive diary management
To actively monitor the Ophthalmology PTL and to work closely with the admin teams and admissions to ensure the RTT pathways are followed
To promote the role and use of information within the Unit/Dept/Care Group responsible for downloading reports to validate
To have overall responsibility for managing, maintaining and developing the departmental filing systems (paper and electronic)
To maintain confidentiality and handle sensitive data appropriately and in line with Trust Policy.

Financial Management:

To raise purchase orders for the Ophthalmology Care Group
To be responsible for ordering all non-clinical supplies (e.g. stationary) and items of office equipment as necessary by liaising with senior operational team to ensure spends are within the budget
To manage Oracle invoices
To recoup income where required (e.g. prescription charges)
To support the service in the delivery of cost improvement plans.

Data Management:

To be responsible for ensuring that systems and guidelines are in place to guarantee the timely and accurate recording and input of activity data
To support the Management Teams in maintaining compliance with inputting data correctly, in a timely manner to support the service in attaining KPIs (e.g. workforce metrics and complaints response metrics)
To ensure that all data and information remains confidential and protected
To lead on maintaining up to date, complete and accurate data to support business planning, data compliance, clinical audit and research purposes
In partnership with the lead clinicians and service management undertake regular analysis of the data for the various clinical teams, providing routine reports with content as required/agreed by clinical groups involved and to produce other data reports when requested
To undertake specific work to identify and understand data quality weaknesses and to work with clinicians and the audit teams to put in place mechanisms to improve and monitor these areas
In partnership with the lead clinicians, performance and operational teams, to regularly update policies relating to data collection responsibilities of the various clinical and non-clinical teams and ensure that staff have full awareness and understanding of their data recording / data entry responsibilities

Service Development:

To be actively involved in, service developments with all members of the team, ensuring quality standards are adhered to
To be actively involved in any service meetings with clinical and management colleagues to review the existing workload and schedules
To participate in regular team reviews to ensure appropriate and efficient use of resources within the departments
To be actively involved in departmental cover during busy periods, sickness and annual leave when there is an imbalance of workload
To be aware of the need for change in current office practice and to improve service provision through personal development

Personal Development:

To participate in the Trusts performance review scheme including LEAP and appraisals
To complete and update a personal development plan
To attend appropriate courses in order to maintain skill levels
To attend mandatory training in accordance with Trust policy

Other Duties:

To undertake any other duties requested as appropriate to the role and banding.

Person Specification

Essential

Excellent written and verbal communication skills
Ability to work effectively using own initiative as well working as part of a team
Able to maintain confidentiality and handle sensitive information
Previous knowledge and experience of managing an team in a service delivery environment
Good level of IT skills. ECDL or proven equivalent experience in MS Office, Email and Internet browsers
Good problem solving skills with excellent numeracy and analytical skills
Able to interpret, analyse data and construct concisive reports
Knowledge of first-line HR procedures
Able to prioritise with competing workstreams and deadlines.

Desirable

Experience working to performance targets
Previous people management experience
Knowledge, understanding and experience of meeting performance targets

Person Specification

Essential

Excellent written and verbal communication skills
Ability to work effectively using own initiative as well working as part of a team
Able to maintain confidentiality and handle sensitive information
Previous knowledge and experience of managing an team in a service delivery environment
Good level of IT skills. ECDL or proven equivalent experience in MS Office, Email and Internet browsers
Good problem solving skills with excellent numeracy and analytical skills
Able to interpret, analyse data and construct concisive reports
Knowledge of first-line HR procedures
Able to prioritise with competing workstreams and deadlines.

Desirable

Experience working to performance targets
Previous people management experience
Knowledge, understanding and experience of meeting performance targets

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.

Certificate of Sponsorship

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