PA/Project Manager to Dental Senior leadership Team

Central and North West London NHS Foundation Trust

Information:

This job is now closed

Job summary

To provide efficient and comprehensive administrative and personal assistant service to the Clinical Director Dental, Assistant Clinical Director Dental and Operational Manager Dental.

To provide effective project support and implementation to assist the BPDS strategic planning.

Be able to manage and ensure delivery of a range of programmes and projects working predominately within broad procedural guidelines using personal initiative and judgment under the supervision of the Dental Senior Leadership Team (DSLT).

To undertake as required a broad range of project work at times requiring the production of reports and recommendations meeting necessary deadlines

To ensure appropriate administration support for BPDS.

To directly line manage the countywide administration team for BPDS

The post holder is required to work autonomously as appropriate, and is required to exercise personal initiative and independent judgment

Main duties of the job

Duties include staff management of all dental administration staff to include PA to ACD, Corporate Administrator and Team Administrators. Directly responsible for the human resources responsibility such as undertaking appraisal and agreeing personal development plans, invoking HR policies.

  • Line management of dental administration staff including responsibility for all HR functions of same staff in accordance with MKCHS policies
  • To recognise when a problem exists, define its parameters and devise a solution
  • Communicate to the DSLT on matters concerning the day to day running of the service
  • Ensure adequate admin cover across BPDS at all times
  • Develop administrative policies and protocols relevant to the Dental Service
  • Be the lead for Health roster, SBS and Information requests for BPDS

About us

Milton Keynes Community Health Services is committed to providing quality health & social care services, tailored to the needs of individuals, public & private organizations, delivered close to home. Our services are designed to increase well being & provide opportunities for recovery. We want our employees to feel valued, challenged & supported.

Our commitment as an employer & in accordance with the NHS constitution is to provide you with:

  1. Clear roles and responsibilities and a rewarding job so that you can make a difference to patients, their families and carer's and communities.
  2. Personal development, access to appropriate training for your job and line management support to succeed.
  3. Support and opportunities to maintain your health, well-being and safety and an environment free from harassment, bullying or violence.
  4. A good working environment with flexible working opportunities, consistent with the needs of patients and with the way that people live their lives.
  5. Fair treatment that is free from discrimination.
  6. Opportunities to engage in decisions that affect you and the services you provide, individually, through representative organisations and through local partnership working arrangements.
  7. Opportunities to enable you to be empowered to put forward ways to deliver better and safer services for patients and their families.

(Reference NHS Constitution January 2009)

Date posted

22 November 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time, Job share

Reference number

333-D-MK-CM-0959-A

Job locations

Eaglestone Health Centre

Standing way

Milton Keynes

MK5 6AZ


Job description

Job responsibilities

To provide an excellent and comprehensive Project Manager, Administrative and Personal Assistant service to the Senior Leadership team, Bucks Priority Dental Service. The post holder is the main point of contact for Bucks Priority Dental Service.

To liaise with a range of external bodies to include; other NHS bodies Milton Keynes Council, Local Hospitals, General Dental and Medical Practitioners, Voluntary groups, Commissioners etc

Effectively communicate in the management of complex financial and general enquiries from staff and clients, some of which may be sensitive and contentious

Advise and reassure patients and the general public on dental service information via different mediums such as phone and email and give guidance on the complaints procedure

Provide information and explanation of service availability, service provision and procedures for obtaining treatment on a regular basis to the general public and outside agencies such as NHS Direct, PALS and nursing homes

To minute specific meetings, prepare and manage agendas and to be main point of contact for dissemination of papers as required.

To support key strategic developments and provide some support on new projects, preparing presentations and reports as necessary.

Production of reports, correspondence and document using Microsoft Office suite to an advanced level.

Be fully conversant with a wide variety of administrative procedures in use within the Service and to be able to switch between them whilst maintaining accuracy at all times

To maintain an up to date and comprehensive filing system.

To maintain a high level of confidentiality and to be politically astute.

To liaise with other secretaries within both BPDS and MKCHS corporate office, providing assistance, feedback and support as necessary.

Ensure appropriate and timely secretarial and admin support available for clinical staff including the Clinical Director in order to maximise the clinical capacity of those staff

Maintain a good understanding of dental terminology and provision in the NHS so that able to assist in the production of specialist correspondence.

To clearly demonstrate the ability to be flexible and to undertake training as necessary and take a pro-active approach to managing own personal development.

Any other appropriate duties according to the needs of BPDS in accordance with the grading criteria applicable at the time.

Job description

Job responsibilities

To provide an excellent and comprehensive Project Manager, Administrative and Personal Assistant service to the Senior Leadership team, Bucks Priority Dental Service. The post holder is the main point of contact for Bucks Priority Dental Service.

To liaise with a range of external bodies to include; other NHS bodies Milton Keynes Council, Local Hospitals, General Dental and Medical Practitioners, Voluntary groups, Commissioners etc

Effectively communicate in the management of complex financial and general enquiries from staff and clients, some of which may be sensitive and contentious

Advise and reassure patients and the general public on dental service information via different mediums such as phone and email and give guidance on the complaints procedure

Provide information and explanation of service availability, service provision and procedures for obtaining treatment on a regular basis to the general public and outside agencies such as NHS Direct, PALS and nursing homes

To minute specific meetings, prepare and manage agendas and to be main point of contact for dissemination of papers as required.

To support key strategic developments and provide some support on new projects, preparing presentations and reports as necessary.

Production of reports, correspondence and document using Microsoft Office suite to an advanced level.

Be fully conversant with a wide variety of administrative procedures in use within the Service and to be able to switch between them whilst maintaining accuracy at all times

To maintain an up to date and comprehensive filing system.

To maintain a high level of confidentiality and to be politically astute.

To liaise with other secretaries within both BPDS and MKCHS corporate office, providing assistance, feedback and support as necessary.

Ensure appropriate and timely secretarial and admin support available for clinical staff including the Clinical Director in order to maximise the clinical capacity of those staff

Maintain a good understanding of dental terminology and provision in the NHS so that able to assist in the production of specialist correspondence.

To clearly demonstrate the ability to be flexible and to undertake training as necessary and take a pro-active approach to managing own personal development.

Any other appropriate duties according to the needs of BPDS in accordance with the grading criteria applicable at the time.

Person Specification

Qualifications

Essential

  • Advanced experience of prioritising and organising work for self and others in an environment where there is conflicting demands and needs
  • RSA level 3 or equivalent

Desirable

  • Degree/Diploma qualification or substantial experience of independent and autonomous working

Experience

Essential

  • Advanced experience of prioritising and organising work for self and others
  • Advanced Line management experience
  • Excellent time management
  • Use of IT systems to a high level of expertise, work and problem solving
  • Experience in following processes, problem solving and delivering to timetables on own initiative
  • Experience of project management
  • Experience of independent working
  • NHS Experience

Desirable

  • Experience in analysing literature to produce reports and letters
  • Experience of working with operational teams and a range of professionals

Knowledge

Essential

  • Demonstrable knowledge of safe recruitment standards including CRB checks.
  • Understands & promotes equality, diversity and human rights in accordance with legislation, policy and procedures
  • Understanding of confidentiality in the workplace

Desirable

  • Knowledge of current NHS dental issues

key skills/Abilities

Essential

  • Use of IT systems to a high level of expertise, work and problem solving
  • IT literate including certificates in word, excel, email, PowerPoint and databases
  • Excellent written and verbal communication skills
  • Able to present relevant information in a concise format
  • Competent in producing reports, letters and general correspondence to an agreed format to a high standard
  • Able to deduce key points from numerical and other data
  • To manage time and prioritise to enable the post holder and others to achieve plans in a timely and organised manner
  • Excellent interpersonal skills - including observation, listening and empathy skills
  • Proficient in transmission of information, face to face, on the telephone and via other means
  • Able to implement policy and guidelines
  • Car driver and use of car

personal disposition

Essential

  • Ability to maintain quality in own work and encourage others to do so
Person Specification

Qualifications

Essential

  • Advanced experience of prioritising and organising work for self and others in an environment where there is conflicting demands and needs
  • RSA level 3 or equivalent

Desirable

  • Degree/Diploma qualification or substantial experience of independent and autonomous working

Experience

Essential

  • Advanced experience of prioritising and organising work for self and others
  • Advanced Line management experience
  • Excellent time management
  • Use of IT systems to a high level of expertise, work and problem solving
  • Experience in following processes, problem solving and delivering to timetables on own initiative
  • Experience of project management
  • Experience of independent working
  • NHS Experience

Desirable

  • Experience in analysing literature to produce reports and letters
  • Experience of working with operational teams and a range of professionals

Knowledge

Essential

  • Demonstrable knowledge of safe recruitment standards including CRB checks.
  • Understands & promotes equality, diversity and human rights in accordance with legislation, policy and procedures
  • Understanding of confidentiality in the workplace

Desirable

  • Knowledge of current NHS dental issues

key skills/Abilities

Essential

  • Use of IT systems to a high level of expertise, work and problem solving
  • IT literate including certificates in word, excel, email, PowerPoint and databases
  • Excellent written and verbal communication skills
  • Able to present relevant information in a concise format
  • Competent in producing reports, letters and general correspondence to an agreed format to a high standard
  • Able to deduce key points from numerical and other data
  • To manage time and prioritise to enable the post holder and others to achieve plans in a timely and organised manner
  • Excellent interpersonal skills - including observation, listening and empathy skills
  • Proficient in transmission of information, face to face, on the telephone and via other means
  • Able to implement policy and guidelines
  • Car driver and use of car

personal disposition

Essential

  • Ability to maintain quality in own work and encourage others to do so

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).

Additional information

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

Central and North West London NHS Foundation Trust

Address

Eaglestone Health Centre

Standing way

Milton Keynes

MK5 6AZ


Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

Eaglestone Health Centre

Standing way

Milton Keynes

MK5 6AZ


Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)

For questions about the job, contact:

Dental Operational Manager

Keri Stephenson

keri.stephenson1@nhs.net

Date posted

22 November 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time, Job share

Reference number

333-D-MK-CM-0959-A

Job locations

Eaglestone Health Centre

Standing way

Milton Keynes

MK5 6AZ


Supporting documents

Privacy notice

Central and North West London NHS Foundation Trust's privacy notice (opens in a new tab)