Job summary
We are looking for an ambitious and professional individual
who has excellent organisational and administrative skills to come and join the
Capacity Team as PA to the Director of Capacity. The post holder will have
previous experience of administrative duties, be competent in the use of Word,
Excel and Power Point. You will need to have excellent communication skills at
all levels. Previous experience of working within the NHS would be preferred
for this role.
Please see the Job Description and Person Specification for
this role and if you think you have the skills, experience, drive and are
looking for your next career move then please get in touch.
For further information please contact Rachel Holloway,
Director of Capacity on 01905
760794 ext 39702 or email via Lisa Wilkes on lisa.wilkes1@nhs.net / Rachel.holloway8@nhs.net
Main duties of the job
To provide high level, comprehensive, efficient and confidential
administrative, secretarial and clerical support service to the Director of
Capacity organising their diaries and associated arrangements. The role
includes the co-ordination, administration and facilitation of the Director of
Capacity to ensure that core objectives and targets are delivered.
To provide PA support to the Director of Capacity
To provide effective communication links between all service users, including outside organisations/agencies.
To support the Director of Capacity with general administration duties.
To undertake projects, appropriate to the grade, for Director of capacity
To prepare agendas, minute meetings and follow up action points as instructed by the Director of Capacity
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.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
Administrative and
Secretarial:
To provide high level, comprehensive, efficient and confidential
administrative, secretarial and clerical support service to the Director of
Capacity organising their diaries and associated arrangements. The role
includes the co-ordination, administration and facilitation of the Director of
Capacity to ensure that core objectives and targets are delivered.
To control the flow of correspondence received by the Director of
Capacity and compile replies to routine correspondence.
To support the Director of Capacity in organising meetings and
visits, compiling schedules, taking minutes and ensuring follow-up action to
meetings and correspondence.
Use an Electronic Diary System for the Director of Capacity 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 prioritise and deal with the Director of Capacitys post,
ensuring that they are informed and up-to-date.
To assist the Capacity team where required directed by the
Director of Capacity.
To prioritise and deal with telephone and personal enquiries,
resolving problems, where possible, or ensuring they are dealt with
appropriately.
Review, update and maintain an integrated filing system and
arrange for the destruction of old records in accordance with the Trusts
guidelines and Standing Financial Instructions.
To lead and co-ordinate projects, as requested by the Director of
Capacity
To set up interviews, hearings, etc, as necessary, ensuring
follow-up action and completion of appropriate paperwork.
To be responsible for co-ordination and processing of paperwork
for annual, study and sick leave and other relevant information required by the
Director of Capacity
To liaise with all levels of personnel on behalf of the Director
of Capacity.
To co-ordinate and provide cover for colleagues within the
Executive Secretariat, as and when required agreed by the Director of Capacity.
To work in accordance with Trust and departmental policies and
protocols.
To be responsible for ordering and maintaining office stock
supplies using the Trust i-proc procurement system.
To be familiar and use relevant analytical and reporting tools
within the Capacity Division.
To undertake any other duties within the range of the post, as
considered appropriate by the Director of Capacity to maintain the smooth
running of the office/department.
The range and diversity of responsibilities will require the post
holder to adopt a flexible approach. The ability to work independently, often
under pressure to tight deadlines is essential.
Business Conduct:
To support the Director of Capacity in the conduct and promotion
of the highest business standards.
Job description
Job responsibilities
Administrative and
Secretarial:
To provide high level, comprehensive, efficient and confidential
administrative, secretarial and clerical support service to the Director of
Capacity organising their diaries and associated arrangements. The role
includes the co-ordination, administration and facilitation of the Director of
Capacity to ensure that core objectives and targets are delivered.
To control the flow of correspondence received by the Director of
Capacity and compile replies to routine correspondence.
To support the Director of Capacity in organising meetings and
visits, compiling schedules, taking minutes and ensuring follow-up action to
meetings and correspondence.
Use an Electronic Diary System for the Director of Capacity 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 prioritise and deal with the Director of Capacitys post,
ensuring that they are informed and up-to-date.
To assist the Capacity team where required directed by the
Director of Capacity.
To prioritise and deal with telephone and personal enquiries,
resolving problems, where possible, or ensuring they are dealt with
appropriately.
Review, update and maintain an integrated filing system and
arrange for the destruction of old records in accordance with the Trusts
guidelines and Standing Financial Instructions.
To lead and co-ordinate projects, as requested by the Director of
Capacity
To set up interviews, hearings, etc, as necessary, ensuring
follow-up action and completion of appropriate paperwork.
To be responsible for co-ordination and processing of paperwork
for annual, study and sick leave and other relevant information required by the
Director of Capacity
To liaise with all levels of personnel on behalf of the Director
of Capacity.
To co-ordinate and provide cover for colleagues within the
Executive Secretariat, as and when required agreed by the Director of Capacity.
To work in accordance with Trust and departmental policies and
protocols.
To be responsible for ordering and maintaining office stock
supplies using the Trust i-proc procurement system.
To be familiar and use relevant analytical and reporting tools
within the Capacity Division.
To undertake any other duties within the range of the post, as
considered appropriate by the Director of Capacity to maintain the smooth
running of the office/department.
The range and diversity of responsibilities will require the post
holder to adopt a flexible approach. The ability to work independently, often
under pressure to tight deadlines is essential.
Business Conduct:
To support the Director of Capacity in the conduct and promotion
of the highest business standards.
Person Specification
Experience
Essential
- Experience of working within a busy and high profile environment working with complex issues with competing priorities and workloads
Desirable
- Experience of working and providing support in a high profile/ challenging role
Skills/ Knowledge
Essential
- Excellent communication skills
- Highly developed interpersonal skills
- Ability to work autonomously and use own initiative
- Possess analytical and judgement skills
- Possess a professional telephone manner
- Ability to priorities own work, and that of others to meet set deadlines
- Ability to cope with pressure and multi task
- Highly motivated
- Work to a high level of accuracy, giving attention to detail
- Minute taking skills
Desirable
Qualifications
Essential
- Completed NVQ Level 3 qualification or demonstrable equivalent training and experience
- Educated to a minimum of GCSE or equivalent
- Secretarial training and qualifications
- Typing to RSA stage 2 or equivalent
- Extensive knowledge of Microsoft Office packages i.e. Word, Excel, PowerPoint and Outlook
Desirable
- Degree or equivalent level qualifications
- Evidence of further study and personal development
Person Specification
Experience
Essential
- Experience of working within a busy and high profile environment working with complex issues with competing priorities and workloads
Desirable
- Experience of working and providing support in a high profile/ challenging role
Skills/ Knowledge
Essential
- Excellent communication skills
- Highly developed interpersonal skills
- Ability to work autonomously and use own initiative
- Possess analytical and judgement skills
- Possess a professional telephone manner
- Ability to priorities own work, and that of others to meet set deadlines
- Ability to cope with pressure and multi task
- Highly motivated
- Work to a high level of accuracy, giving attention to detail
- Minute taking skills
Desirable
Qualifications
Essential
- Completed NVQ Level 3 qualification or demonstrable equivalent training and experience
- Educated to a minimum of GCSE or equivalent
- Secretarial training and qualifications
- Typing to RSA stage 2 or equivalent
- Extensive knowledge of Microsoft Office packages i.e. Word, Excel, PowerPoint and Outlook
Desirable
- Degree or equivalent level qualifications
- Evidence of further study and personal development
