Personal Assistant and Rota Co-ordinator in Trauma & Orthopaedics

Job description

Job responsibilities

Main Duties and Responsibilities

Drafting agendas and ensuring paperwork for meetings is distributed in a timely manner.

To draft and prepare presentation materials as required by the triumvirate.

To develop and implement effective document retrieval and filing systems to support effective working and efficiency within the department.

Managing effective electronic diary systems and working with the Triumvirate to ensure effective diary management and scheduling of appointments.

Working with other PAs and assistants to provide a comprehensive range of admin support to the Directorate team ensuring cross-cover is available as required.

The post holder will be responsible for stationary stock control, including ordering to ensure adequate resources available for the department, as and when required.

To provide admin support to other senior members of staff as required. To carry out any other relevant tasks as required by the T&O Triumvirate.

To support the Surgical Division with the management and monitoring of the Surgical Bed Board, including Disney, Compton, Spencer & Althorp wards and HDU/ITU bed boards.

To provide support and access to the Surgical Bed Boards and provide training where required.

To escalate any bed capacity concerns to the Divisional Director and Directorate Managers.

To ensure appropriate access to all hospital IT systems and relevant wards has been actioned for all new Consultant & Trainee Doctors.

The post holder will be required to communicate effectively with junior medical staff across the directorates, as well as with managers, Consultant, Workforce Information, and external agencies and attend and participate in team and departmental meetings.

The post holder will be expected to use both eRostering and Medirota to ensure adequate staffing has been assigned to the relevant duties and escalate any staffing concerns. Update Patchwork and liaise with HR Locum Centre to provide cover.

They will act as a first point of contact for all doctors concerning locum duties, sick leave, annual leave, and study leave. This will include approval of the requested leave and updating electronic systems. This includes accurate reporting to the service lead to comply with Sickness and Absence policy & procedures.

It is the post holders responsibility to ensure any Consultant & Trainee on-call commitments are covered effectively and are compliant with the European Working Time Directive.

It is the post holders responsibility to work along-side the administration managers to co-ordinate theatre rotas 6 weeks in advance and reflected on the theatre management system (Nexus).

The post holder will also be required to work as part of the administrative team supporting the Trauma & Orthopaedic service. They will demonstrate flexibility and the ability to prioritise workloads to support the existing administrative team and provide cross-cover for any member of the administrative team during periods of sickness or leave in keeping with their banding.

The support provided should be between the core hours of 8am 5pm. However, flexibility from the core hours may be required and will be determined locally depending upon the needs of the service.

Ensure confidentiality is maintained in all communication and that documents and other sensitive information is always secure.

To undertake training on an ad-hoc basis to refresh or update any new policies / procedures and ensuring full Mandatory training requirements are met and up to date.

The post-holder may be required to carry out other relevant duties as required.

The post-holder will adhere to the duties specified under the Staff Responsibilities of the NHS Constitution in their day-to-day work and behaviours.

The post-holder will be expected to aspire to the Values of the Trust in their day-to-day work and behaviours to support the Trust in achieving its Vision.

The post-holder will adhere to, at all times, any Professional, NHS Code of Conducts and legislation relevant for their area of work.

The post-holder will make themselves familiar with, and adhere to, at all times, the policies and procedures of the Trust, and their area of work.

The post-holder will be expected to work to any Corporate/Division/Directorate/Department objectives and standards to provide an acceptable level of service.

The post-holder will be expected to undertake training, including mandatory and role specific training, relevant to their role and ensure it is renewed as required.

Person Specification

Educations, Training and Qualifications

Essential

• Educated to degree level or equivalent level of education, training, or experience
• Minimum 3 GCSE at Grade C or above, including English, or equivalent

Desirable

• NVQ 3 business and Administration or equivalent

Knolwedge and experience

Essential

• Experience of working with Consultant & Trainee Doctor Rotas / Colleague Rotas
• Able to produce and collate information and to maintain manual and computerised records
• Excellent keyboard skills and good working knowledge of Microsoft Office in particular Excel spreadsheets
• Previous administrative experience
• Demonstrates good written and verbal communication skills
• Experience of working in a busy office environment
• Work well as part of a team

Desirable

• Experience of working in the NHS
• Experience in working with Patient Administration Systems, including Camis

Skills

Essential

• Developed attention to detail and accuracy
• Organisation skills and the ability to work methodically and prioritise
• Ability to cope under pressure and meet deadlines
• Ability to help build working relationships at all levels with and outside the hospital
• Ability to communicate with all levels of staff including clinicians, junior medical staff, practitioners, managers, and others as required
• Able to maintain confidentiality at all times
• Analytical and judgement skills for problem solving
• Can demonstrate the ability to appropriately challenge existing ways of working

Desirable

• Touch typing

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).

Employer details

Employer name

Northampton General Hospital

Address

Northampton General Hospital NHS Trust

Cliftonville

Northampton

NN1 5BD

Employer's website

https://www.northamptongeneral.nhs.uk/Home.aspx (Opens in a new tab)