Job responsibilities
JOB
PURPOSE
The
post holder will be accountable for the provision of a comprehensive personal
assistant service to the Heads of Profession and other Senior Managers as
designated. This will include
secretarial activities for example word processing, filing, diary management
etc, but will also include developing, maintaining and managing office and
information systems in support of the CSU.
The post holder will play a key role in preparing agenda, taking,
transcribing and distributing minutes, organising follow up action and
ensuring an effective bring forward/briefing system in respect of key
documentation required.
3. JOB DIMENSIONS
The
post holder may be responsible for:-
The day to day management of a
secretarial team and providing training to ensure a full and effective
secretarial service is delivered.
Where necessary the post holder will take responsibility for the
recruitment and selection administration process, induction and orientation
programmes, initiating initial grievance and disciplinary procedures, staff
training and allocation of work in the department including reviewing work
performance.
The appraisals for the allocated
team members
The monitoring of sickness,
holidays and other leave and return to work interviews following sickness.
Ensuring correspondence and
administrative tasks are aligned to service needs.
Being aware of and assisting with
achieving the service standards, targets and objectives Departmental, Trust
and National.
Ensuring that processes/procedures
comply with legislative requirements, including Health & Safety, Data
Protection and confidentiality
KNOWLEDGE,
SKILLS AND EXPERIENCE REQUIRED
Knowledge
An ability to effectively implement,
and ensure adherence to, Trust and Departmental policies and procedures
associated with the role and the service.
An ability to provide accurate and
appropriate non-clinical advice and information to others - colleagues, staff
at all levels, patients and their families.
Appreciation of clinical/operational
areas that the service area interacts with.
Understand and adhere to data
protection, confidentiality and copyright laws.
An understanding of the relationship
and impact on the service of a range of IT applications.
Skills
Excellent organisational skills with
the ability to work both independently and as part of a team.
Effective supervisory skills, be
highly motivated and lead by example to motivate other team members.
Prioritise own workload and, where
appropriate, that of the team.
Able to effectively manage a variety
of tasks with possibly competing deadlines.
An ability to train staff, including
temporary staff, as required and to assess and monitor progress on a
continuing basis.
An ability to accurately transcribe
complicated/complex and sensitive tapes/notes and type complicated/complex
information while subject to frequent interruptions.
Highly developed interpersonal
skills with the ability to exchange confidential, sensitive or contentious
information clearly and effectively at all levels, i.e. patients, relatives,
colleagues and other health professionals, within the Trust and externally.
An ability to exercise judgement
when dealing with enquiries to evaluate the situation and resolve problems
within their remit, escalating issues appropriately.
To have an adaptable and flexible
approach to working hours and practices.
Must be tactful and diplomatic.
Appropriate typing/IT qualification
or equivalent.
To support and sustain the departments
practice with efficient administrative protocols, processes and procedures,
in line with service needs.
Experience
Experience at supervisory/senior
secretary/PA level in a health care environment.
An excellent knowledge of managerial
procedures and protocols.
A well developed understanding and
knowledge of office based procedures/ systems and able to implement change
and train, where appropriate, the secretarial/clerical team.
Interpretation and analysis of
reports, databases and spreadsheet information.
Well developed knowledge and
experience of using a variety of IT applications in a Windows based
environment.
Working in a customer focussed
environment.
Qualifications
GCSE (or equivalent) English
Language grade C or above.
RSA3 typing/word processing or
equivalent.
European Computer Driving Licence
(ECDL) is desirable
CORE
BEHAVIOURS AND SKILLS
Commitment to ensuring work is
completed and targets met within the timescales dictated by the
Department/Service, Trust and/or external bodies.
Communicate sensitively and
effectively
Respect the privacy, dignity,
religious and cultural beliefs of others.
Effective supervisory/managerial
skills.
Have the ability to assess and
resolve problems within the remit of the role.
Able to adapt to new working
practices/processes
Able to implement and review changes
within the working practices/processes of the team.
Flexibility in approach to working
hours and working practices.
Able to prioritise workload individual
and that of the team, if appropriate.
Ability to manage a variety of tasks
and deadlines, achieving required deadlines.
Effective communication skills,
verbal and written.
Understand and adhere to
Departmental/Service, Trust and NHS processes and protocols.
Continually monitor, review and,
where appropriate, suggest/implement changes to improve the working practices
and systems
Demonstrate a commitment to team
working, departmental and multi-disciplinary team.
Demonstrate integrity and respect
confidentiality.
8. CORE KNOWLEDGE AND UNDERSTANDING
An understanding of
CSU/Service/Departmental, Trust and National standards/targets that impact on
the service area.
An excellent knowledge of a
supervisory/PA role.
The post holder should be aware of
the Trusts Policies and Procedures including Recruitment and Selection;
Conduct and Discipline; Annual Leave; Confidentiality.
Clear knowledge/understanding of
terminology applicable to the service area.
An understanding and appreciation of
complimentary service areas/functions.
Well developed knowledge and
experience of using information systems, software applications and office
equipment.
Aware of the Data Protection Act and
Confidentiality in relation to the role
Have achieved a good standard of
general education with qualifications and experience pertinent to the role.
9. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
Undertakes secretarial duties
including filing, note taking, word processing, photocopying, faxing and
dealing with general communications.
Prioritise own workload and work
with minimum supervision.
Through liaison and co-operation
with colleagues/managers, ensure the seamless provision of an effective and
efficient administrative and secretarial service to the senior Management
Team
Assist in recruitment and selection
as appropriate and is involved in the departmental induction and orientation
programme/s.
If appropriate, to manage
secretarial and clerical staff on a day to day basis including, absence management/return
to work interviews and identification of their training needs.
Assists in the organisation of the
Departments workload.
Provides a comprehensive
administrative and secretarial service to ensure a coordinated and consistent
operational management service.
Maintains appointment diaries for
the senior team and, as necessary, makes appropriate arrangements eg booking
rooms for meetings, refreshments, travel and parking arrangements etc.
Deals with complex enquiries,
investigating and researching matters, thereby providing appropriate
information/guidance and advice, escalating issues to relevant senior staff.
Liaises with external
contacts/organisations and with internal departments/colleagues to access
appropriate information/advice as required to fulfil the role.
Researches, analyses, compiles and
presents, as required, information/materials involving reference to relevant
documents and utilising appropriate equipment/software packages.
Works in close liaison and support
of other members of the team which may include providing cover for
appropriate colleagues.
Adheres to relevant Statutory
Instruments and Trust Policies and Guidelines e.g. Data Protection, Health
and Safety, Confidentiality and HR Policies and Guidelines.
Attend meetings to take
notes/minutes, prepare an accurate record of the meeting and distribute
agreed minutes/statements as required.
Ensure managers are informed of
relevant day to day issues.
Attend training courses as necessary
to undertake the duties of the post.
Records and monitors annual leave
for the management team, reconciling leave booked with leave taken and
resolving anomalies.
Produces and maintain monthly
attendance records electronically for the management team and for the
salaries and wages department
Such other duties at a comparable
level of responsibility as may be allocated to the post and post holder.
KEY
RESULT AREAS
Maintaining an accurate and
comprehensive confidential filing and retrieval system with appropriate
archiving procedures, in line with Trust and statutory guidelines.
Providing the senior team with an
appropriately high level, comprehensive administrative and secretarial
service.
Effective diary management for the
senior team
Effective bring forward system
for documents/papers.
11. COMMUNICATION & WORKING
RELATIONSHIPS
