Job summary
A unique and exciting opportunity
has arisen at Worcestershire Acute Hospitals Trust. Our Trust is embarking on a
three-year partnership with the internationally renowned Virginia Mason
Institute to support us on our Continuous Improvement journey. The successful
post holder will support our team as a highly organised and motivated
Administrator.
You must have a passion for Putting Patients First,
administration experience using Microsoft Office applications at an intermediate level and a strong desire to support our
team to explore new ways of working.
This role is suitable for someone who enjoys working as part of
a busy and dynamic team.
Among other roles and responsibilities, the post holder will be
providing administration support to multiple team members, managing the diary
of the Director of Continuous Improvement and will act as a point of contact to
various stakeholders from across our Trust and wider. Therefore, we are looking
for an individual who is able to prioritise their own workload and has
excellent communication and time management skills.
Our team offers opportunities for personal development, a
nurturing and friendly environment which embraces our Trust 4ward behaviours
and satisfaction from participating in rewarding improvement work.
If you want to work in a high profile administration role and be
part of our exciting improvement journey as we strive to become an
Outstanding organisation, we would love to hear from you.
Main duties of the job
1)
To manage the diary of the Director of
Continuous Improvement and the Improvement Team
2)
To provide administrative support to prepare for
improvement training session improvement events and workshops, including
evaluation of events, data collection, preparing meeting event paperwork,
process observations, collating data and resources and following up on actions
3)
To organise annual programme of 4Ward
Improvement events and Improvement office meetings, taking minutes of meetings
and report into the team any governance and health and safety issues
4)
To manage the day to day activities of the
improvement office administration staff ensuring support and training is
provided when required
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
Job description
Job responsibilities
To provide first line professional,
comprehensive and timely advice to managers and staff on a range of general questions relating to the 4Ward
Improvement System e.g. Improvement training, workshops and other events.
To respond to enquiries to the
Improvement Office (e.g. by telephone, email or in person), which may involve dealing with challenging
individuals or those under time pressure.
To support the Improvement Office in ensuring
and managing attendance at training and improvement workshops within the Trust,
assisting in compiling information for managers, organising schedules of
training programmes and venue bookings as required.
To attend meetings, training and workshops to
take notes / minutes / actions as required and process these in a timely way
and professional format.
To provide first-line professional,
comprehensive and timely advice to managers on improvement training, tools and techniques.
To provide improvement support and advice as
delegated by managers and other members of the Improvement Office.
To assist with the preparation of information
required for meetings and reports as delegated by Director of Continuous
Improvement and other members of the Improvement Office.
Use an Electronic Diary System for the
Improvement Office and Director of Continuous Improvement and ensure they are
kept up-to-date about on-going diary commitments and maintain a sufficient
brought-forward system; ensuring paperwork is available for meetings, as
required.
To support the Improvement Office with
responding to requests for information in a thorough and timely manner.
To undertake delegated project support work.
To support the Improvement Office with all aspects
of administration such as mandatory training, PDR and annual leave, sickness
monitoring etc.
To provide general office cover and
administrative support e.g. typing, post, photocopying, ordering,
phone calls, Powerpoint slides, monitoring and responding to emails.
To provide administrative support, including
organising agendas, minutes, and action logs for key meetings.
To provide cover for wider Strategy &
Planning administrative support if required.
The duties in this job description are not intended
to be definitive but to give an outline of areas of responsibility.
Business
Conduct:
To
support the Director of Continuous Improvement in the conduct and promotion of
the 4ward Improvement System and 4ward values.
Job description
Job responsibilities
To provide first line professional,
comprehensive and timely advice to managers and staff on a range of general questions relating to the 4Ward
Improvement System e.g. Improvement training, workshops and other events.
To respond to enquiries to the
Improvement Office (e.g. by telephone, email or in person), which may involve dealing with challenging
individuals or those under time pressure.
To support the Improvement Office in ensuring
and managing attendance at training and improvement workshops within the Trust,
assisting in compiling information for managers, organising schedules of
training programmes and venue bookings as required.
To attend meetings, training and workshops to
take notes / minutes / actions as required and process these in a timely way
and professional format.
To provide first-line professional,
comprehensive and timely advice to managers on improvement training, tools and techniques.
To provide improvement support and advice as
delegated by managers and other members of the Improvement Office.
To assist with the preparation of information
required for meetings and reports as delegated by Director of Continuous
Improvement and other members of the Improvement Office.
Use an Electronic Diary System for the
Improvement Office and Director of Continuous Improvement and ensure they are
kept up-to-date about on-going diary commitments and maintain a sufficient
brought-forward system; ensuring paperwork is available for meetings, as
required.
To support the Improvement Office with
responding to requests for information in a thorough and timely manner.
To undertake delegated project support work.
To support the Improvement Office with all aspects
of administration such as mandatory training, PDR and annual leave, sickness
monitoring etc.
To provide general office cover and
administrative support e.g. typing, post, photocopying, ordering,
phone calls, Powerpoint slides, monitoring and responding to emails.
To provide administrative support, including
organising agendas, minutes, and action logs for key meetings.
To provide cover for wider Strategy &
Planning administrative support if required.
The duties in this job description are not intended
to be definitive but to give an outline of areas of responsibility.
Business
Conduct:
To
support the Director of Continuous Improvement in the conduct and promotion of
the 4ward Improvement System and 4ward values.
Person Specification
Experience
Essential
- Previous experience providing administration to multiple team members
- Previous experience providing administration in a fast paced environment with competing priorities
- Previous experience providing administration to deadlines
Desirable
- Previous administration experience in the NHS
- Experience of working and providing support in a high profile/ challenging role
Skills / Knowledge
Essential
- Minute taking skills
- Proof reading highly confidential documents
- Excellent verbal and written communication skills
- A professional telephone manner
- Excellent Typing skills
- Ability to work autonomously and use own initiative to problem solve and be proactive
- Analytical and judgement skills, able, to use own judgement to deal with non -routine work matters
- Able to prioritise and manage own work, and meet set deadlines
- Ability to work under pressure
- Able to work with a high degree of accuracy and attention to detail
Qualifications
Essential
- Educated to a minimum of GCSE Grade C in Maths and English or equivalent
- Training to NVQ Level 3 or equivalent training and experience
Desirable
- Evidence of further study and personal development
Person Specification
Experience
Essential
- Previous experience providing administration to multiple team members
- Previous experience providing administration in a fast paced environment with competing priorities
- Previous experience providing administration to deadlines
Desirable
- Previous administration experience in the NHS
- Experience of working and providing support in a high profile/ challenging role
Skills / Knowledge
Essential
- Minute taking skills
- Proof reading highly confidential documents
- Excellent verbal and written communication skills
- A professional telephone manner
- Excellent Typing skills
- Ability to work autonomously and use own initiative to problem solve and be proactive
- Analytical and judgement skills, able, to use own judgement to deal with non -routine work matters
- Able to prioritise and manage own work, and meet set deadlines
- Ability to work under pressure
- Able to work with a high degree of accuracy and attention to detail
Qualifications
Essential
- Educated to a minimum of GCSE Grade C in Maths and English or equivalent
- Training to NVQ Level 3 or equivalent training and experience
Desirable
- Evidence of further study and personal development
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.
