Job summary
The successful candidate will provide confidential high level administrative and personal assistant support to the Matron and Managers based at Wotton Lawn Hospital, Gloucester.
To efficiently manage their own workload on a day-to-day basis and act independently to action and prioritise work to meet deadlines and will project the professional image of the business through demonstrating excellent customer care in all activities and act as a role model.
This role will involve working toshort deadlines and multi-tasking on a regular basis, so a flexible approach is essential. The post holder must be comfortable working in a dynamic and changing environment, have excellent communication skills and the ability to work as part of the administrative team.
The successful candidate must possess excellent organisational and interpersonal skills, and have relevant recent Secretarial / Personal Assistant experience at a high level. They will be qualified to GCSE level, hold an RSA typing qualification and have a good understanding of MS Office. An IT and administrative/secretarial qualification at level 3 would be desirable.
If you are an individual with strong organisational and teamwork skills, and have the ability to maintain a calm, positive and flexible approach to your work, we would welcome your application.
Main duties of the job
o To provide a full confidential, administrative and secretarial service to the Management Team.
o To provide an efficient and effective administrative and personal assistant service to the modern matron and their managers.
o To work as a member of the administration team to ensure service delivery and adequate administration cover is provided
o To project the professional image of the business through demonstrating excellent customer care in all activities
o To adopt a constantly flexible approach to ensure that all Consultant team objectives are completed efficiently and within given timescales
o To maintain confidentiality at all times
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
Setting up, when required, and using multi-media technology such as smartboards for meetings and conference calls.
Key tasks will include: word processing and audio-typing from digital recorders; timely and accurate production of letters, documents, spreadsheets (Excel), and presentations, using standard Microsoft Office programmes.
Assist the Managers in the formatting and production of reports, which may include pulling together information and data (e.g. from Sharepoint), and producing diagrams and graphs.
Diary Management ensuring efficient use of time and resources, in liaison with other Staff and Room Bookings.
Receive and make telephone calls, taking messages, dealing with telephone and email enquiries appropriately and ensuring accurate and timely communication of messages.
Log and prioritise post, taking appropriate action and responding as required.
Maintaining accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client / staff identifiable information.
Providing support to the Manager with HR procedures such as recruitment, recording of annual leave and sickness absence, and the collation of timesheets.
Maintaining awareness of strategic developments within the Trust.
Sourcing information for the Manager / Director on key initiatives / developments nationally and locally.
May be required to use Trust procurement system for ordering goods or services, as management team requires.
Undertake any other appropriate duties as may be delegated from time to time. This may include covering on reception for the site.
Maintain service delivery of the PA Team by assisting colleagues during their absence or with peaks of work. This may involve the need to travel across Trust sites.
Adhere to all Trust policies, paying particular regard to the Information Governance and Data Protection Policies.
Effective use of the Trusts Patient Information System (RIO), with robust updating and recording of accurate data. Good understanding of RiO pathways and admin responsibilities, ensuring effective/timely delegation of tasks.
Pro-actively manages completion of statutory & mandatory training and appraisals to ensure 100% compliance.
Contribute ideas and suggestions to improve the effectiveness and image of the Administrative/PA Team.
Actively participate in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager
Act in ways that; support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect, and recognise and report behaviour that undermines equality and diversity.
Job description
Job responsibilities
Setting up, when required, and using multi-media technology such as smartboards for meetings and conference calls.
Key tasks will include: word processing and audio-typing from digital recorders; timely and accurate production of letters, documents, spreadsheets (Excel), and presentations, using standard Microsoft Office programmes.
Assist the Managers in the formatting and production of reports, which may include pulling together information and data (e.g. from Sharepoint), and producing diagrams and graphs.
Diary Management ensuring efficient use of time and resources, in liaison with other Staff and Room Bookings.
Receive and make telephone calls, taking messages, dealing with telephone and email enquiries appropriately and ensuring accurate and timely communication of messages.
Log and prioritise post, taking appropriate action and responding as required.
Maintaining accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client / staff identifiable information.
Providing support to the Manager with HR procedures such as recruitment, recording of annual leave and sickness absence, and the collation of timesheets.
Maintaining awareness of strategic developments within the Trust.
Sourcing information for the Manager / Director on key initiatives / developments nationally and locally.
May be required to use Trust procurement system for ordering goods or services, as management team requires.
Undertake any other appropriate duties as may be delegated from time to time. This may include covering on reception for the site.
Maintain service delivery of the PA Team by assisting colleagues during their absence or with peaks of work. This may involve the need to travel across Trust sites.
Adhere to all Trust policies, paying particular regard to the Information Governance and Data Protection Policies.
Effective use of the Trusts Patient Information System (RIO), with robust updating and recording of accurate data. Good understanding of RiO pathways and admin responsibilities, ensuring effective/timely delegation of tasks.
Pro-actively manages completion of statutory & mandatory training and appraisals to ensure 100% compliance.
Contribute ideas and suggestions to improve the effectiveness and image of the Administrative/PA Team.
Actively participate in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from line manager
Act in ways that; support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect, and recognise and report behaviour that undermines equality and diversity.
Person Specification
Experience
Essential
- Experience of accurate data inputting and retrieval
- Established experience in a senior administrative role
- Experience of using customer/patient information system
- Minute-taking
- Experience of unsupervised administrative work in a busy office environment
Desirable
- Experience in information analysis and provision of statistical reports
- Diary management
- Previous experience of working within the NHS
- Previous experience of working within mental health
Qualifications
Essential
- NVQ Level 3 Administration / RSA Level 3 or equivalent experience
- Good literacy and numeracy skills
Desirable
- Shorthand/audio typing qualification
- Relevant administration qualification
Person Specification
Experience
Essential
- Experience of accurate data inputting and retrieval
- Established experience in a senior administrative role
- Experience of using customer/patient information system
- Minute-taking
- Experience of unsupervised administrative work in a busy office environment
Desirable
- Experience in information analysis and provision of statistical reports
- Diary management
- Previous experience of working within the NHS
- Previous experience of working within mental health
Qualifications
Essential
- NVQ Level 3 Administration / RSA Level 3 or equivalent experience
- Good literacy and numeracy skills
Desirable
- Shorthand/audio typing qualification
- Relevant administration qualification
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.
