Job responsibilities
JOB
PURPOSE/SUMMARY
The
post holder will be accountable for the provision of a comprehensive personal
assistant service to the relevant Head of Profession. This will include
secretarial activities for example word processing, electronic filing
systems, diary management etc, but will also include developing, maintaining,
and managing office and information systems in support of the Head of
Profession and their service. 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.
The
post holder will be expected to work across site and remotely to support the
anaesthetic service in delivering required administrative and organisational
tasks.
The
post holder may be responsible for:
The recruitment and selection administration process, induction and
orientation programmes, and staff training in the department.
The monitoring of sickness, holidays, and other leave.
Preparing and providing statistics to managers and to salaries and wages.
Ensuring correspondence and administrative tasks are aligned to service
needs.
Be aware of and assist with achieving the service standards, targets and
objectives Departmental, Trust, Regional and National.
Ensuring that processes/procedures comply with legislative requirements,
including Health & Safety, Data Protection and confidentiality.
3.
ORGANISATIONAL CHART
4.
PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY
Undertakes secretarial duties
including filing, note taking, word processing, photocopying, faxing,
electronic filing, virtual and face to face meeting organisation and dealing
with general communications.
Prioritise own workload and work
with minimum supervision.
Through liaison and co-operation
with colleagues/, ensure the seamless provision of an effective and efficient
administrative and secretarial service to the Head of Service and Service
managers.
Assist in recruitment and selection
as appropriate and is involved in the departmental induction and orientation
programme/s.
Assists in the organisation of the
Departments workload.
Provides a comprehensive
administrative and secretarial service to an identified Head of Profession to
ensure a coordinated and consistent service.
Maintains appointment diaries for
the Head of Profession 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 the relevant Head of
Profession.
Liaises with external
contacts/organisations and with internal departments/colleagues to access
appropriate information/advice as required to fulfil the role.
Research, 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.
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.
5.
THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values
are:
Patient centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values.
Additionally,
the following are core values which relate specifically to this post:
Commitment to providing a high
standard of efficient office practice ensuring a quality service is provided.
Demonstrate a customer focussed
approach to role.
Professional and flexible approach
and attitude.
Understand responsibilities with
regard to confidentiality.
Commitment to personal development
Commitment to being an integral
part of the service team this may be a multi-disciplinary team.
Honesty, integrity and discretion.
6.
WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds
Teaching Hospitals NHS Trust this is your opportunity to be a part of that
change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
7.
INFECTION CONTROL
The
jobholder must always comply with the Leeds Teaching Hospitals NHS Trust
Infection Control policies, in particular by practising Universal Infection
Control Precautions. Hand hygiene must be performed before and after contact
with patients and their environment.
8.
HEALTH AND SAFETY / RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all times with the Leeds Teaching Hospitals
NHS Trust Policies, including Health and Safety policies, in particular by
following agreed security and safer working procedures, and reporting
incidents using the Trust Incident Reporting system.
9.
EQUALITY AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are
staff, patient or visitor should receive less favourable treatment because of
their gender, ethnic origin, age, disability, sexual orientation, religion
etc.
10.
TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The jobholder will undertake all mandatory
training required for the role.
