Job summary
An exciting opportunity has arisen in the Women's, Children and Radiology (WCR) Directorate for a full time Maternity Personal Assistant & Secretarial Team Supervisor.
The post holder will work closely with the Director of Midwifery and Gynaecology (DOM) and their Deputy to protect their available work time, while co-ordinating the work of the maternity secretarial team.
They will provide a comprehensive and efficient maternity secretarial service to the Senior Midwifery Management Team and will be responsible for the day-to-day management of the secretarial team, allocate work and problem solving issues.
This role requires physical presence on site in the Maternity Secretarial Office.
Main duties of the job
- Provide secretarial and administrative support to the Director of Midwifery and Gynaecology and their Deputy Head of Midwifery.
- Co-ordinate the activities of maternity secretaries to ensure a comprehensive and efficient service is provided.
- Act as the point of contact for the DOM and their Deputy
About us
We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.
If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.
Job description
Job responsibilities
- Deal with telephone call enquiries effectively, exercising judgement when dealing with staff and the public. Respond to emails and MS Teams messages appropriately.
- Record voice mail messages and take appropriate action.
- Maintain the DOMs and their Deputys diary.
- Plan and organise Departmental, Multidisciplinary Team (MDT) and external agency meetings as directed by the Director of Midwifery and Gynaecology and their Deputy.
- Arrange cancellation/reduction of meetings in accordance with the Director of Midwifery and Gynaecologys and the Deputy Head of Midwiferys commitments.
- Ensure that relevant documentation is prepared and available for meetings.
- Make travel arrangements when required.
- Act as prompt to the DOM and their Deputy regarding reports and responses requested at Trust Board level or from other agencies such as NHSE, NHS Public Health, CCG or LMNS.
- Produce suitable information materials to assist with the smooth running of the Department for example ensuring up to date organisational and governance charts are available.
- Assist with project work if required including preparation of presentation materials.
- Escalate appropriately any queries sent to the maternity department via the secretarys office; this includes complaints and requests for personal health records and freedom of information requests. Deal sensitively with communication where staff of patients may be distressed.
- Ensure that all secretarial work, including the management of appointments is completed within the appropriate timeframe including internal and external letters, emails, minutes and other documents.
- Liaise with external agencies and support the completion of the required paperwork within the admin team e.g. social services correspondence for adoption cases.
- Update staff personnel files ensuring that accurate information is available for the DOM, Deputy Head of Midwifery and the senior Midwifery Leadership team.
- File all correspondence appropriately. Screen emails and respond to arrange meetings and bring urgent correspondence to the attention of the Director of Midwifery and their Deputy.
- Work closely with Procurement to ensure costs are kept to a minimum when securing assets for the maternity department.
- Oversee the budget across the department for all stationary and non-clinical consumables.
- Use Integra to purchase all necessary clinical and non-clinical equipment. Ensure continuous review for value for money, and identify cost saving opportunities.
- Oversee the secretarial teams working policies and systems suggesting and implementing changes as required
- Ensure the timely submission of reports for Divisional and Trust meetings and Committees.
- Support secretarial team to use the Integra finance system across the department.
- Ensure external income received directly by the maternity services is tracked and accounted for appropriately.
The PA will receive and provide a range of information which may be complex and/or sensitive.
Clinical responsibilities:
The postholder has no clinical responsibilities however they will be required to work closely with the Director of Midwifery & Gynaecology (DOM) and their Deputy and senior Teams to ensure continued patient care.
Education and development responsibilities:All budget holders will undertake on the job training in all matters financial and will be responsible for ensuring they are setup in the finance/procurement/HR systems with the appropriate authorisation levels.
Undertake annual review and statutory and mandatory training
Participate in or undertake training needs analysis
Support more junior secretarial staff to develop their own skills and seek out new ways of working.
Job description
Job responsibilities
- Deal with telephone call enquiries effectively, exercising judgement when dealing with staff and the public. Respond to emails and MS Teams messages appropriately.
- Record voice mail messages and take appropriate action.
- Maintain the DOMs and their Deputys diary.
- Plan and organise Departmental, Multidisciplinary Team (MDT) and external agency meetings as directed by the Director of Midwifery and Gynaecology and their Deputy.
- Arrange cancellation/reduction of meetings in accordance with the Director of Midwifery and Gynaecologys and the Deputy Head of Midwiferys commitments.
- Ensure that relevant documentation is prepared and available for meetings.
- Make travel arrangements when required.
- Act as prompt to the DOM and their Deputy regarding reports and responses requested at Trust Board level or from other agencies such as NHSE, NHS Public Health, CCG or LMNS.
- Produce suitable information materials to assist with the smooth running of the Department for example ensuring up to date organisational and governance charts are available.
- Assist with project work if required including preparation of presentation materials.
- Escalate appropriately any queries sent to the maternity department via the secretarys office; this includes complaints and requests for personal health records and freedom of information requests. Deal sensitively with communication where staff of patients may be distressed.
- Ensure that all secretarial work, including the management of appointments is completed within the appropriate timeframe including internal and external letters, emails, minutes and other documents.
- Liaise with external agencies and support the completion of the required paperwork within the admin team e.g. social services correspondence for adoption cases.
- Update staff personnel files ensuring that accurate information is available for the DOM, Deputy Head of Midwifery and the senior Midwifery Leadership team.
- File all correspondence appropriately. Screen emails and respond to arrange meetings and bring urgent correspondence to the attention of the Director of Midwifery and their Deputy.
- Work closely with Procurement to ensure costs are kept to a minimum when securing assets for the maternity department.
- Oversee the budget across the department for all stationary and non-clinical consumables.
- Use Integra to purchase all necessary clinical and non-clinical equipment. Ensure continuous review for value for money, and identify cost saving opportunities.
- Oversee the secretarial teams working policies and systems suggesting and implementing changes as required
- Ensure the timely submission of reports for Divisional and Trust meetings and Committees.
- Support secretarial team to use the Integra finance system across the department.
- Ensure external income received directly by the maternity services is tracked and accounted for appropriately.
The PA will receive and provide a range of information which may be complex and/or sensitive.
Clinical responsibilities:
The postholder has no clinical responsibilities however they will be required to work closely with the Director of Midwifery & Gynaecology (DOM) and their Deputy and senior Teams to ensure continued patient care.
Education and development responsibilities:All budget holders will undertake on the job training in all matters financial and will be responsible for ensuring they are setup in the finance/procurement/HR systems with the appropriate authorisation levels.
Undertake annual review and statutory and mandatory training
Participate in or undertake training needs analysis
Support more junior secretarial staff to develop their own skills and seek out new ways of working.
Person Specification
Education and Training
Essential
- Educated to degree level or having experience that can show similar competence
- Evidence of CPD
Desirable
- Management Course relevant to area of work and role functionality
Experience
Essential
- Previous experience of working in an administrative role
- Experience of working in a supervisory role
- Line management experience
- Experience of minute taking
Desirable
- NHS administration experience
Person Specification
Education and Training
Essential
- Educated to degree level or having experience that can show similar competence
- Evidence of CPD
Desirable
- Management Course relevant to area of work and role functionality
Experience
Essential
- Previous experience of working in an administrative role
- Experience of working in a supervisory role
- Line management experience
- Experience of minute taking
Desirable
- NHS administration experience
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.
