Job summary
To provide skilled PA support to the Clinical Director, Directorate Manager (DM), Deputy Directorate Manager (DDM) and Inpatient/Outpatient Matrons. To support the DM/DDM, Clinical Director and Matrons in the development and maintenance of the Specialist Surgery Directorate projects, policies and processes.
Main duties of the job
Policies and Processes
Implement and maintain the Trust's and Directorate's complaint policy:
- Ensuring the prompt investigation and resolution of complaints in close liaison with the DM and other staff involved
- Monitor action plans to prevent reoccurrence are implemented at Unit level, and report back to DM
- Monitor the effectiveness and efficiency of the complaints process, improving and updating the process where necessary.
- Maintain and update the complaints database.
- Ensure that complaints are completed in line with the Trust's policy.
Update relevant information relating to the Directorate.
Maintain and update the Directorate policy files.
About us
Specialist Surgery is one of the Directorates that makes up NOTSSCaN Division within Oxford University Hospitals NHS Foundation Trust covers four sites across the county.
Specialist Surgery includes Ear Nose & Throat, Plastic Surgery, Oral & Maxillofacial Surgery, Vascular Surgery and Head & Neck Unit.
Specialist Surgery is a well led, friendly and collaborative place to work. You will be working closely with a dedicated and caring multi-disciplinary team who strive to uphold all the Trust values.
Specialist Surgery offers a vast number of opportunities for career progression and for you to expand your knowledge.
Job description
Job responsibilities
Data and Administration
Provide PA administrative support to the Clinical Director, DM/DDM and Matrons including diary management, organising meetings with senior staff members as requested and ensuring that relevant papers are available in advance of meetings.
- Co-ordinate and attend all Directorate meetings in liaison with the relevant meeting Chair. Prepare and distribute agendas and notes of the meeting, organise refreshments.
- Minute taking of meetings and co-ordination, minute taking of individual staff performance reviews / disciplinarys.
- Support the Directorate Management Team with completing Change Forms as instructed.
- Co-ordinating and taking action as appropriate with Additional Session claim forms.
- Maintain and update the Directorate intranet site.
- Manage telephone enquiries and take action as appropriate.
- Draft responses to enquires within the Directorate.
- Collate and Monitor Statutory Mandatory Education and Appraisal data.
- Delegated responsibility for the management of invoices and other financial processes, as directed by the DM.
- Initiate all procedures such as quotations, clinical engineering approval, applications and so on.
- Manage meeting room bookings electronically.
- Establish and maintain Directorate circulation lists both manual and electronic.
- Ensure that all office space and equipment is maintained to a satisfactory working standard for the Directorate Management Team (including IT).
- Provide a liaison role for HR in assisting with setting up Disciplinary, Grievance or Appeal hearings. Inviting attendees, booking venues and setting up packs.
- Act as a point of contact for processing study leave applications, including requesting receipts, travel expenses and training confirmations.
- Raise stationary, furniture and purchase order numbers on Oracle for the Directorate. Maintain and secure appropriate stock of stationary for the Directorate.
- Act as a point of contact for NHSP staff. Enrolling staff, adding and authorising shifts for admin staff across the Directorate.
- Initiate and prepare correspondence as appropriate e.g., internal memoranda, external acknowledgement and so on.
- In the absence of any key member of the management team, oversee their communications e.g., emails and post.
- Provide and receive sensitive information to individuals and Departments within the Directorate.
- Identify and circulate information to individuals and Departments within the Directorate
- Act as a point of contact for agency and new staff. Organise access to various systems used by the Directorate.
- Collect data from all clinical units, regarding gestures of thanks/patient compliments.
- Administer and distribute all Directorate payslips.
- Manage the process of Directorate Management Team on Health Roster including annual leave and sickness absence.
- Pull data and information to assist with Directorate audits.
- Deputise the Divisional PA during annual leave and sickness absence.
- Co-ordinate the booking of travel and accommodation for the Directorate Management Team.
- Review current administrative systems in the Directorate and develop more effective systems as change in service needs requires.
- Deliver support to the DM/DDM with project related work.
Plan and manage own time using organisational and prioritising skills with the ability to multitask and meet tight deadlines
Job description
Job responsibilities
Data and Administration
Provide PA administrative support to the Clinical Director, DM/DDM and Matrons including diary management, organising meetings with senior staff members as requested and ensuring that relevant papers are available in advance of meetings.
- Co-ordinate and attend all Directorate meetings in liaison with the relevant meeting Chair. Prepare and distribute agendas and notes of the meeting, organise refreshments.
- Minute taking of meetings and co-ordination, minute taking of individual staff performance reviews / disciplinarys.
- Support the Directorate Management Team with completing Change Forms as instructed.
- Co-ordinating and taking action as appropriate with Additional Session claim forms.
- Maintain and update the Directorate intranet site.
- Manage telephone enquiries and take action as appropriate.
- Draft responses to enquires within the Directorate.
- Collate and Monitor Statutory Mandatory Education and Appraisal data.
- Delegated responsibility for the management of invoices and other financial processes, as directed by the DM.
- Initiate all procedures such as quotations, clinical engineering approval, applications and so on.
- Manage meeting room bookings electronically.
- Establish and maintain Directorate circulation lists both manual and electronic.
- Ensure that all office space and equipment is maintained to a satisfactory working standard for the Directorate Management Team (including IT).
- Provide a liaison role for HR in assisting with setting up Disciplinary, Grievance or Appeal hearings. Inviting attendees, booking venues and setting up packs.
- Act as a point of contact for processing study leave applications, including requesting receipts, travel expenses and training confirmations.
- Raise stationary, furniture and purchase order numbers on Oracle for the Directorate. Maintain and secure appropriate stock of stationary for the Directorate.
- Act as a point of contact for NHSP staff. Enrolling staff, adding and authorising shifts for admin staff across the Directorate.
- Initiate and prepare correspondence as appropriate e.g., internal memoranda, external acknowledgement and so on.
- In the absence of any key member of the management team, oversee their communications e.g., emails and post.
- Provide and receive sensitive information to individuals and Departments within the Directorate.
- Identify and circulate information to individuals and Departments within the Directorate
- Act as a point of contact for agency and new staff. Organise access to various systems used by the Directorate.
- Collect data from all clinical units, regarding gestures of thanks/patient compliments.
- Administer and distribute all Directorate payslips.
- Manage the process of Directorate Management Team on Health Roster including annual leave and sickness absence.
- Pull data and information to assist with Directorate audits.
- Deputise the Divisional PA during annual leave and sickness absence.
- Co-ordinate the booking of travel and accommodation for the Directorate Management Team.
- Review current administrative systems in the Directorate and develop more effective systems as change in service needs requires.
- Deliver support to the DM/DDM with project related work.
Plan and manage own time using organisational and prioritising skills with the ability to multitask and meet tight deadlines
Person Specification
Criteria
Essential
- Grade and Years Experience
Desirable
Person Specification
Criteria
Essential
- Grade and Years Experience
Desirable
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.
Employer details
Employer name
Oxford University Hospitals NHS Foundation Trust
Address
West Wing, The John Radcliffe Hospital
Headley Way
Headlington
OX3 9DU
Employer's website
https://www.ouh.nhs.uk/ (Opens in a new tab)
