Job summary
The post holder will provide a confidential, comprehensive and Personal Assistant service to the Families and Integrated Community Care Division Senior management Team. A pro-active approach is expected with the planning, co-ordination and documentation of meetings and projects that the managers are responsible for developing. The post holder will be responsible for allocation, co-ordination and distribution of all work generated by the senior management team and must self-manage and prioritise their own workload. The post holder must always communicate effectively and work collaboratively with both clinical, non-clinical colleagues and external agencies to ensure the delivery of a professional coordinated service. On occasion the poster holder will act as Mentor/Trainer to new members of the team as and when required. Other duties will be incorporated and subject to the ever-changing needs of the trust.
Main duties of the job
In a professional manner provide a comprehensive secretarial, administrative and information service to the management team. This will include the controlling of appointments, dealing with correspondence, composing routine and non-routine letters and other documentation on their behalf, as required, taking personal responsibility for confidential issues.
To be responsible for the convening and timely administration of meetings or training sessions, including drafting agendas, collation of agenda items ensuring availability of reports, minute taking and preparation of action notes as appropriate. This will also include booking of rooms and arrangements for catering as required. Effective diary management will be necessary when co-ordinating meetings that involve all the management team. Also be responsible for the setting up of Webex teleconferences as and when required.
Be able to work independently, plan and organise own time and diary management.
About us
Blackpool Teaching Hospitals NHS Foundation Trust is ideally situated just a forty five minute drive from Manchester. The Trust provides services to the 440,000 residents of Blackpool, Fylde & Wyre and North Lancashire, as well as specialist tertiary care for Cardiac and Haematology patients.
As one of the United Kingdom's largest coastal resort, Blackpool has plenty to offer its residents -it's not just a good place to work; it's a great place to live. In addition to its bustling centre and historic seafront, the town is world famous for its many attractions, including the famous Blackpool Tower. Blackpool also offers a number of scenic cycling routes round our local parks and across the surrounding countryside, as well as boasting panoramic views of the coast on its picturesque Promenade. Further afield, Blackpool also benefits from less than three-hour connections via rail to Edinburgh in the north and London in the south.
Job description
Job responsibilities
The post holder will have knowledge of medical terms when attending Divisional and HR meetings which often include abbreviations and jargon as attendees are often clinical staff members.
The post holder to be aware of relevant policies within the Division to carry out their role eg: Data Protection, Freedom of Information requests and Health & Safety reps etc.
The post holder is responsible for keeping themselves up to date with the required mandatory training.
The post holder, in conjunction with other PAs, to keep their guidance and standards of the role up to date in readiness for any new starters as appropriate. This would include any useful information, contact lists etc that would need to be referred to.
The post holder will be aware of the structure of the whole of the Families and Integrated Community Care Senior Management team to be able to field queries appropriately.
To take part in the Appraisal and Personal Development Review process participating in training/education to meet developmental needs.
Act as Mentor / trainer to new members of the team as and when required.
Be aware of policies and procedures when dealing with routine and non-routine issues eg work allocation.
Where necessary relevant training in the operation of new or unfamiliar equipment, software or procedures will be provided or arranged.
To maintain a working knowledge of all aspects of the work of Families and Integrated Community Care Division and the wider NHS environment.
Communication and Skills
-
On a day to day basis exchange complex and sensitive information via email and telephone required by internal / external sources to include staff and patients. Duties that involve this exchange of information include diary management, 1:1s, any sensitive meetings (particularly HR), dial-in meetings and high-level business meetings that highlight patient stories.
- Attend disciplinary and investigation meetings, as note taker, on a regular basis and on occasion dealing with complex HR issues. There is a requirement to remain neutral, calm and not judgemental of any panel members ensuring confidentiality at all times. There is also a responsibility to provide assistance with the issuing of outcome letters following these meetings.
Job description
Job responsibilities
The post holder will have knowledge of medical terms when attending Divisional and HR meetings which often include abbreviations and jargon as attendees are often clinical staff members.
The post holder to be aware of relevant policies within the Division to carry out their role eg: Data Protection, Freedom of Information requests and Health & Safety reps etc.
The post holder is responsible for keeping themselves up to date with the required mandatory training.
The post holder, in conjunction with other PAs, to keep their guidance and standards of the role up to date in readiness for any new starters as appropriate. This would include any useful information, contact lists etc that would need to be referred to.
The post holder will be aware of the structure of the whole of the Families and Integrated Community Care Senior Management team to be able to field queries appropriately.
To take part in the Appraisal and Personal Development Review process participating in training/education to meet developmental needs.
Act as Mentor / trainer to new members of the team as and when required.
Be aware of policies and procedures when dealing with routine and non-routine issues eg work allocation.
Where necessary relevant training in the operation of new or unfamiliar equipment, software or procedures will be provided or arranged.
To maintain a working knowledge of all aspects of the work of Families and Integrated Community Care Division and the wider NHS environment.
Communication and Skills
-
On a day to day basis exchange complex and sensitive information via email and telephone required by internal / external sources to include staff and patients. Duties that involve this exchange of information include diary management, 1:1s, any sensitive meetings (particularly HR), dial-in meetings and high-level business meetings that highlight patient stories.
- Attend disciplinary and investigation meetings, as note taker, on a regular basis and on occasion dealing with complex HR issues. There is a requirement to remain neutral, calm and not judgemental of any panel members ensuring confidentiality at all times. There is also a responsibility to provide assistance with the issuing of outcome letters following these meetings.
Person Specification
Qualifications
Essential
- Educated to A Level/NVQ level 3 (to include GCSE or equivalent in English Language) or demonstrate equivalent experience.
- Typing/WP RSA III/ ECDL or equivalent or demonstrate equivalent experience
Desirable
Experience
Essential
- Highly proficient in the use of computing software packages including Microsoft Office applications e.g., Teams, Outlook, Word & Excel.
- Experience of diary management.
- Experience in arranging committee/high level meetings & events including producing meeting agendas, collating, and distributing meeting papers and minute taking.
- Experience of working within complex teams.
- Experience of developing and maintaining databases.
- Producing high quality documentation in line with policies and guidelines.
- Experience of maintaining confidential records and file management.
Desirable
- Minimum of 12 months experience working within an NHS or local health authority setting.
- Proven experience in the use of hospital computer systems - EMIS, Malinko, HISS, NEXUS
- Experience of requisition raising and stock ordering.
Skills
Essential
- Demonstrate a proactive and positive approach to work duties.
- Solution-focused with a creative approach to problem solving.
- Key attention to detail helping to ensure delivery of high-quality work.
- Ability to work as part of a team and independently, without direct supervision.
- Demonstrate excellent communication skills - both written and verbal.
- Ability to deal with complex and sensitive information.
- Ability to work autonomously using own initiative.
- Demonstrate the ability to prioritise workload in order to meet tight deadlines/achieve key targets.
- Demonstrate a flexible approach to working to meet the needs of the service.
- Professional appearance.
Desirable
- Demonstrate knowledge of the Trust's divisional set-up.
- Knowledge of the Trust's Complaints process.
- Car driver with access to vehicle or suitable alternative transport arrangements.
Person Specification
Qualifications
Essential
- Educated to A Level/NVQ level 3 (to include GCSE or equivalent in English Language) or demonstrate equivalent experience.
- Typing/WP RSA III/ ECDL or equivalent or demonstrate equivalent experience
Desirable
Experience
Essential
- Highly proficient in the use of computing software packages including Microsoft Office applications e.g., Teams, Outlook, Word & Excel.
- Experience of diary management.
- Experience in arranging committee/high level meetings & events including producing meeting agendas, collating, and distributing meeting papers and minute taking.
- Experience of working within complex teams.
- Experience of developing and maintaining databases.
- Producing high quality documentation in line with policies and guidelines.
- Experience of maintaining confidential records and file management.
Desirable
- Minimum of 12 months experience working within an NHS or local health authority setting.
- Proven experience in the use of hospital computer systems - EMIS, Malinko, HISS, NEXUS
- Experience of requisition raising and stock ordering.
Skills
Essential
- Demonstrate a proactive and positive approach to work duties.
- Solution-focused with a creative approach to problem solving.
- Key attention to detail helping to ensure delivery of high-quality work.
- Ability to work as part of a team and independently, without direct supervision.
- Demonstrate excellent communication skills - both written and verbal.
- Ability to deal with complex and sensitive information.
- Ability to work autonomously using own initiative.
- Demonstrate the ability to prioritise workload in order to meet tight deadlines/achieve key targets.
- Demonstrate a flexible approach to working to meet the needs of the service.
- Professional appearance.
Desirable
- Demonstrate knowledge of the Trust's divisional set-up.
- Knowledge of the Trust's Complaints process.
- Car driver with access to vehicle or suitable alternative transport arrangements.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
