Personal Assistant, Radiology, WRH

Job description

Job responsibilities

Job Purpose:

To provide a high level, comprehensive, efficient and confidential administrative, secretarial and clerical support service to the Radiology Superintendent team and Governance team. The role includes the co-ordination, administration and facilitation of the team to ensure that the Directorate can deliver its core objectives and targets.

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.

The post holder is a key member of the Directorate Team whose overarching goal is to enable, promote and support the effective use of data, information, knowledge and technology to improve, inform and support a portfolio of projects, services, and initiatives for the Directorate.

Key Duties:

To provide effective support to the countywide Superintendent and governance teams by communicating complex and sometimes sensitive information, where required prioritising own and managers activities using Microsoft Office packages at an advanced level.

Provide efficient and confidential administrative secretarial assistance by developing maintaining and updating filing systems, administrative procedures and personnel files.

Take responsibility for the efficient organisation and maintenance of digital filing systems, ensuring that all papers/files for meetings are available and that there is an effective brought forward system ensuring that confidentiality is maintained at all times.

Ensure that all messages are prioritised and communicated to the appropriate team. In the absence of a representative from management, initiate action where necessary and monitor action taken. Ensure that information requested from staff is received in a timely and accurate manner.

Provide secretariat role to the Directorate and Governance groups and committees chaired by the Directorates management team, coordinating and facilitating meetings, drafting agendas, taking formal minutes, distribution of relevant papers and ensuring follow-up action is undertaken

Organise multi-agency meetings liaising with all parties and negotiating with/persuading parties where diary conflicts arise. To include collation of agenda items & paperwork, taking transcribing and circulating agreed minutes for public, external and internal meetings. Also take responsibility for the allocation and tracking of actions as requested.

Receive action and monitor risk issues for the Directorate, liaising with relevant staff, collating information ensuring Trust required response time is achieved.

To book NHSP shifts via the Hospital System, ensuring correct records are kept and timesheets authorised in a timely manner.

Take responsibility to ensure that all Directorate complaints are allocated promptly to identify the lead investigator and to action where necessary the inputting of information onto Datix as needed.

To assist with Recruitment of posts, arranging interviews and all administration associated with interview process and recruitment.

To assist with arranging PDRs/Mandatory Training for staff and maintain personnel records and retain personal files appropriately.

Take responsibility to record onto ESR system sickness, registration information and PDRs for appropriate staff. Production of Change Forms/Termination Forms/Starter Forms as needed and maintain records.

To maintain RRPPS records on shared /network drive. Send actions taken following Radiology Team meeting to RRPPS on a monthly basis

Checking Datix system to ensure no investigations are outstanding. Updating Datix as required with additional/information/adding documents for outstanding risk/incidents. Logging of all compliments received onto datix/entered into Staff Newsletters.

Vision and Values:

The Trust aims to provide local services for local people. It has developed its vision to reflect this commitment.

To continue to be the major provider of acute/specialist services for the people of Worcestershire (and wider) with a strong reputation for providing outstanding, high quality, reliable, accessible and integrated healthcare for local people

Driving this commitment are the Trust-wide signature behaviours:

Do what we say we will do

No Delays, every day

We listen, we learn, we lead

Work together, celebrate together

Standard Clauses:

The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs.

Competence

The post holder is responsible for limiting his / her actions to those which s/he feels competent to undertake. If the post holder has any doubts as to his or her competence during the course of his / her duties then s/he should immediately speak to their line manager or supervisor.

Codes of conduct

All employees of the Trust who are required to be registered with a professional body, to enable them to practise within their profession, are required to comply with their code of conduct and requirements of their professional registration. Those staff that are not required to be registered with a professional body are required to comply with the Trusts codes of conduct.

Confidentiality

The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business.

Records Management

All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based. All such records are considered public records and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work.

Person Specification

Qualifications

Essential

• High level of education or equivalent experience
• Advanced knowledge of Microsoft Office packages

Desirable

• Degree level of education or equivalent experience

Skills & Knowledge

Essential

• Voice recognition, typing and keyboard skills
• Use of Microsoft Office packages (Word, Excel etc)
• Good organisational and communication skills
• Able to produce accurate and timely work
• Excellent telephone manner

Desirable

• Familiarity with ESR, Datix, CRIS, IPROC, PAS, ICE
• Knowledge IRMER procedures

Experience

Essential

• Variety of office and personal support experience
• Experience of risk management
• Recent use of a computerised system within a work environment
• Able to demonstrate ability to work to deadlines
• Previous experience in managing electronic database systems
• Evidence of previous experience in arranging complex multi-level meetings
• Previous experience of accurately documenting meeting discussion and follow-up actions
• Previous experience of use of procurement systems
• Experience of analysing data
• Experience of sensitively managing complaints
• Previous experience of recruitment process

Desirable

• Experience of working in NHS or other large organisation

Personal Qualities

Essential

• Aware of self-presentation
• Able to work under pressure / to deadlines
• Good attention to detail
• Self-motivated and a positive attitude
• Able to maintain concentration through interruption

Desirable

• Able to handle more than one job at once
• Positive attitude and not resistant to change
• Awareness of confidentiality

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

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

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