PA/Admin Officer GSS Directorate

Job description

Job responsibilities

Main Duties and Responsibilities

To provide administrative and project support to the G&SS Triumvirate, including summarising reports and other documents, ensuring action points are brought to the Managers attention and followed up as necessary.

To provide support to the Directorate to ensure the timely validation and continued accuracy of patient records and pathways.

Monitoring email and post received, ensuring actions required are identified and brought to the relevant managers attention.

Dealing with routine correspondence, drafting responses as appropriate, and ensuring relevant background information is available as required.

Minute meetings

Monitoring action points and ensuring they are reported on at subsequent meetings.

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 G&SS Triumvirate.

The post holder will be required to communicate effectively with 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 also be required to work as part of the administrative team supporting the G&SS 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 postholder may be required to carry out other relevant duties as required.

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

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

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

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

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

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

This job description reflects the present requirements of the post, and it does not form part of the contract of employment. As the duties of the post change and develop the job description will be reviewed and will be subject to amendment, in consultation with the postholder. It is the Trusts aim to reach agreement on reasonable changes, but if agreement is not possible the Trust reserves the right to effect changes to the postholders job description after consultation with them. Appropriate notice of such changes will be given.

Person Specification

Education, Training & Qualifications

Essential

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

Desirable

• NVQ 3 Business Administration or equivalent

Knowledge & Experience

Essential

• 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

Key Competencies/ Personal Qualities & Attributes

Essential

• Self Motivated.
• Ability to use own initiative.
• Confident and sympathetic when dealing with patients/staff.
• Ability to work both independently and as part of a team to achieve set goals
• Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality diversity and inclusion of our staff, patients, and service users
• Ability to be calm and professional when working under pressure
• Demonstrate enthusiasm and commitment to succeed in the role
• Ability to manage conflict
• Confident to establish and maintain good working relationships at all levels

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

Cliftonville

Northampton

NN1 5BD

Employer's website

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