Job summary
We have an exciting opportunity to join the Improvement
Team in a permanent role as an administration assistant. The Trust
Improvement Team helps support and deliver the work as set out by NHS Impact
and we are two years into the Trust's continuous improvement journey. The
successful post holder will join our established Improvement Team to support
administrative tasks to
provide an efficient administration service to the Improvement Specialists and
Improvement Facilitators.
The Team will work with our Executive colleagues and
colleagues across the Trust as well as system partners to continue to implement
a culture of continuous improvement. You must have a passion for putting
patients first and a strong desire to help our teams fulfil their
improvement projects and programmes of work and support the adaptation and
adoption of redesigned processes across the Trust.
Interviews are due to take place on Thursday 29th August 2024.
Main duties of the job
To provide an efficient administration service to the
Senior Improvement Specialists, Improvement Specialist and Improvement
Facilitators.
To undertake agreed tasks to support the implementation
of the Improvement System.
Be responsible for the booking, coordination and
correspondence for the Improvement System Training Courses including MS teams
invites and booking venues.
Support the tracking
and reporting of benefits of improvement projects, working closely with the
relevant support departments (e.g. Finance, Business Intelligence etc.) to
ensure accurate reporting.
To
assist the Senior Improvement Specialists and Improvement Specialist to coordinate
improvement workshops for complex value stream work and other improvement
projects.
To raise orders for items
required for the team such as IT Equipment purchases, Stationary and any other
non-stock items.
Contribute
to the continued service improvements of the team and, on occasions, will
comment on policies and procedures within the team.
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 over 7,000 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
To view the full job description please access the supporting documents section.
Key
Duties:
Office
Administration:
Establish and maintain an administrative service that
ensures work is prioritised to meet agreed timescales.
Develop and maintain an effective system (both
electronic and paper based) for filing and retrieval of documentation which
will, where appropriate, ensure complete confidentiality of sensitive
information.
Manage the department email account.
Receive, screen and write emails, deal with general
enquiries and develop a comprehensive system in the department which ensures
that all messages are actioned within appropriate timescales.
Maintain mandatory and other staff training databases
as required.
Work on own initiative to ensure that all emails are
dealt with, that all urgent correspondence is identified and that papers are
brought to the attention of the relevant manager prior to attendance at
meetings.
Effective day-to-day administration of the office team
e.g. annual leave tracking, hot desk system management, Improvement Team folder
management, MS Teams channel management, recruitment administration.
Ensure adequate arrangements are in place to cover
duties during annual leave and be a point of contact during colleagues annual
leave as and when required.
Undertake preparation of PowerPoint
slides, agendas, action notes and minutes.
Undertake general photocopying and
distribution of papers (physically and virtually).
Support the maintenance of the
showcase and accountability walls across three sites
Compose routine correspondence and
initiate responses to general enquiries.
Support with electronic diary management
and maintain an effective bring forward system to ensure the availability of
appropriate papers for meetings.
Coordinate and arrange meetings,
events and working groups for the department and trust-wide, booking
appropriate venues and hospitality.
Understand and be able to navigate
(with training) through Trust information systems.
Support with preparing information
in the desired format i.e. reports, spreadsheets, charts etc.
Support the team with the on-the-day
running of events, workshops and training sessions
Coordinate all bookings for the
Improvement System training ensuring MS team links are sent out and attendance
is logged.
Update ESR with the training status
of Improvement System training course delegates.
Produce regular reports on the training
status of Trust employees to Directorate and Improvement Board members
Coordinate and distribute the Improvement
System training certificates.
Develop user-friendly and effective
spreadsheets
General Duties:
Work independently and manage own
work area within the team.
Ensure good professional working
relationships with all other agencies, professionals, colleagues and the public
who contact the department.
Show a flexible approach in a
changing, demanding environment which has an unpredictable workload.
Be proficient in using Windows based
computer packages in particular Word, Excel, Access, Power Point and MS
Outlook.
Communicate effectively and
courteously when receiving complex or sensitive information that comes into the
department, where tact and re-assurance is necessary.
Undertake any other duties
commensurate with this grade of post in agreement with the relevant line
manager.
Job description
Job responsibilities
To view the full job description please access the supporting documents section.
Key
Duties:
Office
Administration:
Establish and maintain an administrative service that
ensures work is prioritised to meet agreed timescales.
Develop and maintain an effective system (both
electronic and paper based) for filing and retrieval of documentation which
will, where appropriate, ensure complete confidentiality of sensitive
information.
Manage the department email account.
Receive, screen and write emails, deal with general
enquiries and develop a comprehensive system in the department which ensures
that all messages are actioned within appropriate timescales.
Maintain mandatory and other staff training databases
as required.
Work on own initiative to ensure that all emails are
dealt with, that all urgent correspondence is identified and that papers are
brought to the attention of the relevant manager prior to attendance at
meetings.
Effective day-to-day administration of the office team
e.g. annual leave tracking, hot desk system management, Improvement Team folder
management, MS Teams channel management, recruitment administration.
Ensure adequate arrangements are in place to cover
duties during annual leave and be a point of contact during colleagues annual
leave as and when required.
Undertake preparation of PowerPoint
slides, agendas, action notes and minutes.
Undertake general photocopying and
distribution of papers (physically and virtually).
Support the maintenance of the
showcase and accountability walls across three sites
Compose routine correspondence and
initiate responses to general enquiries.
Support with electronic diary management
and maintain an effective bring forward system to ensure the availability of
appropriate papers for meetings.
Coordinate and arrange meetings,
events and working groups for the department and trust-wide, booking
appropriate venues and hospitality.
Understand and be able to navigate
(with training) through Trust information systems.
Support with preparing information
in the desired format i.e. reports, spreadsheets, charts etc.
Support the team with the on-the-day
running of events, workshops and training sessions
Coordinate all bookings for the
Improvement System training ensuring MS team links are sent out and attendance
is logged.
Update ESR with the training status
of Improvement System training course delegates.
Produce regular reports on the training
status of Trust employees to Directorate and Improvement Board members
Coordinate and distribute the Improvement
System training certificates.
Develop user-friendly and effective
spreadsheets
General Duties:
Work independently and manage own
work area within the team.
Ensure good professional working
relationships with all other agencies, professionals, colleagues and the public
who contact the department.
Show a flexible approach in a
changing, demanding environment which has an unpredictable workload.
Be proficient in using Windows based
computer packages in particular Word, Excel, Access, Power Point and MS
Outlook.
Communicate effectively and
courteously when receiving complex or sensitive information that comes into the
department, where tact and re-assurance is necessary.
Undertake any other duties
commensurate with this grade of post in agreement with the relevant line
manager.
Person Specification
Other Job Requirements
Essential
- Willing to undertake further training relevant to the post.
- Flexibility
- Home working and site working
- Ability to travel between sites
Knowledge and skills
Essential
- Ability to work accurately and methodically.
- Pleasant telephone manner.
- Flexible approach to duties and take on new tasks.
- Understanding of the Data Protection Act and code of confidentiality.
- Ability to communicate effectively, and demonstrate excellent communication skills: verbal, written and listening.
- Knowledge of basic office procedures.
- Working knowledge of Microsoft Office Word, Excel, Outlook, MS Teams
- Ability to meet deadlines on time
Desirable
- Knowledge of the Improvement System and tools
Qualifications
Essential
- Educated to a minimum of GCSE Grade C in Maths and English or equivalent
-
- Working knowledge of Microsoft Office packages i.e. Word, Excel, PowerPoint and Outlook
- Knowledge of administrative procedures, including specialised IT systems (knowledge acquired through formal training, NVQ Level 3 or equivalent experience
Personal Qualities
Essential
- Positive attitude.
- Ability to work both independently and as part of a team.
- Reliable.
- Produce accurate and timely work.
Experience
Essential
- Relevant recent experience using MS Office packages in either a work or education environment
- Experience of diary management and event booking
Desirable
- Previous Administration experience
- Previous NHS Experience
Person Specification
Other Job Requirements
Essential
- Willing to undertake further training relevant to the post.
- Flexibility
- Home working and site working
- Ability to travel between sites
Knowledge and skills
Essential
- Ability to work accurately and methodically.
- Pleasant telephone manner.
- Flexible approach to duties and take on new tasks.
- Understanding of the Data Protection Act and code of confidentiality.
- Ability to communicate effectively, and demonstrate excellent communication skills: verbal, written and listening.
- Knowledge of basic office procedures.
- Working knowledge of Microsoft Office Word, Excel, Outlook, MS Teams
- Ability to meet deadlines on time
Desirable
- Knowledge of the Improvement System and tools
Qualifications
Essential
- Educated to a minimum of GCSE Grade C in Maths and English or equivalent
-
- Working knowledge of Microsoft Office packages i.e. Word, Excel, PowerPoint and Outlook
- Knowledge of administrative procedures, including specialised IT systems (knowledge acquired through formal training, NVQ Level 3 or equivalent experience
Personal Qualities
Essential
- Positive attitude.
- Ability to work both independently and as part of a team.
- Reliable.
- Produce accurate and timely work.
Experience
Essential
- Relevant recent experience using MS Office packages in either a work or education environment
- Experience of diary management and event booking
Desirable
- Previous Administration experience
- Previous NHS Experience
