PA to Directorate Managers Surgery

Worcestershire Acute Hospitals NHS Trust

The closing date is 03 October 2024

Job summary

An exciting opportunity has arisen for an experienced Personal Assistant to support the Directorate Managers within the surgical division. The post holder is a key member of the Divisional Team supporting the Directorate Managers to deliver on their responsibilities to provide safe and effective clinical services that meet waiting time standards and financial targets.

The position is full time and the post is based at Worcester Hospital.

As well as being part of the busy department, you'll be required to prioritise your own workload on a day-to-day basis. Excellent IT and communication skills are essential for this role.

You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity. We would require a strong communicator and dedicated team player.

Main duties of the job

As a PA to Directorate Managers for the surgical division, you will be responsible for completing, but not limited to, tasks such as:

Provide a comprehensive professional, high quality confidential, administration and personal assistant (PA) service to the Directorate Managers within the surgical division.

Carry out diary and communications management, development, and maintenance for electronic filing systems

Assist in communicating highly complex or sensitive information.

Dealing with enquiries face to face, via telephone, and email.

Manage the preparation, production and distribution of papers, agenda and minutes in support of meetings/committees.

Undertake any other duties appropriate to the grade, as delegated by the Personal Assistant to the Divisional Directors or the Directorate Managers.

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.

Date posted

19 September 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9365-24-1094

Job locations

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Job description

Job responsibilities

JOB PURPOSE:

To provide a high level, comprehensive, efficient and confidential secretarial/administrative service to the Directorate Manager for General Surgery and Urology, the Directorate Manager for Trauma, Orthopaedics and Vascular, and the Directorate Manager for ENT, OMFS, Dermatology and Audiology, utilising a full range of technical skills in the production of correspondence, reports and presentations without supervision. The role includes the co-ordination, administration and facilitation of the teams to ensure that the Division can deliver its core objectives and targets.

Key Duties

The range and diversity of responsibilities will require the post holder to adopt a flexible approach. The ability to work independently, with competing priorities and to tight deadlines is essential.

The post holder is a key member of the Divisional 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 three Directorates.

DUTIES AND RESPONSIBILITIES

To act as first point of contact for the Directorate Managers in the Surgery Division, dealing with staff at all levels inside and outside the Trust

To work autonomously, prioritising own workload including carrying out enquiries and investigating issues, to ensure that an efficient service is always provided to the Directorate Managers.

To manage the diaries for the Directorate Managers, including resolution of conflicting diary appointments.

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 filing systems, ensuring that all papers for meetings are available and that there is an effective bring forward system ensuring that confidentiality is always maintained.

Organise and maintain any archiving/storage facilities for personnel files within the Directorates and ensure that documents are stored electronically.

Take responsibility for all matters relating to incoming and outgoing correspondence including monitoring of emails, initiating replies to routine correspondence on behalf of the Directorate Managers as necessary. In the absence of a Directorate Manager, to be responsible for the forwarding or re-direction of urgent items of business or correspondence.

Be the initial point of contact for telephone and face-to-face enquiries from internal colleagues and external agencies, dealing with confidential, sensitive, complex and contentious issues as well as dealing with complex enquiries, and responding accordingly to ensure appropriate action is taken on specific issues.

Ensure that all messages are prioritised and communicated to the Directorate Manager or other member of the Directorate Management Team. In the absence of the Directorate Manager initiate action where necessary and monitor action taken. Ensure that information requested from staff is received in a timely and accurate manner.

Gather information requested by the Directorate Managers and present in a useful format, disseminating any information, which may be of interest to other staff members, associates and outside agencies.

To cascade Trust information to staff within the Directorate teams via appropriate methods and to liaise with the Directorate Managers and the Directorate Management Team where appropriate.

Maintain annual leave, sickness, study leave records ensuring leave does not coincide.

Maintain the personal files for the staff within the Directorate Management Teams.

Co-ordinate the recruitment processes, providing administrative support and arrangements for interviews on behalf of the Directorate Managers.

Provide secretariat role to the Directorate Meetings and other committees. This will include co-ordinating and facilitating meetings, taking full responsibility for identification of agenda items, drafting agendas, taking formal minutes and identifying actions, distribution of relevant papers and ensuring follow-up action is undertaken.

Conduct polite and courteous telephone conversations with all stakeholders demonstrating patience and understanding of whichever dilemmas they may be facing in a reassuring manner.

To provide cover in the absence of the PA to Divisional Directors to ensure the smooth running of the service during planned and unplanned leave.

Establish communication and maintain links with other staff and associates to ensure an effective and efficient administrative/secretarial service for the Directorate Managers.

Be responsible for the procurement of physical assets and supplies for the Directorates, raising orders when directed ensuring agreed financial guidelines are adhered to when orders are placed.

To manage the stock control of stationery and non-clinical related supplies for the Directorates.

Maintain the staff intranet pages for the Directorates, ensuring that the information is up to date.

Other duties, commensurate with the post, as directed by Divisional Directors, Directorate Managers and the PA to the Divisional Directors.