Job summary
An Exciting opportunity had arisen for a Person Assistant to join our Team on a Permanent Basis!
You must be an experienced Secretary with excellent interpersonal and well-developed communication skills to work within our busy department, assisting with the workload of the Directorate Managers and Matrons across the Surgical Care Group.
Duties will include diary management, taking telephone calls, arranging meetings, attending meetings to take minutes and maintaining manual and electronic filing systems.
Candidates will have at least two years experience working in an office environment. Applicants should be able to demonstrate skills and have a working knowledge of Microsoft office.
The successful candidate would need to be flexible, self-motivated and able to use their own initiative, as well as being an excellent organiser and communicator.
Interview Date - To Be Confirmed
Main duties of the job
Co-ordinate administrative and secretarial services, including the preparation of agendas and minutes, taking appropriate follow up action as required.
Manage discrete projects from project scoping to conclusion. Investigate and respond back to a range of non-standard enquiries.
Co-ordinate complaints, to produce a response to the patient and an action plan for staff to correct any problems that may have been highlighted in a complaint.
To liaise with, and delegate instructions effectively to, other members of the department and external clients.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES
- To organise and manage the diaries of the Assistant Director, Directorate Managers Head of Quality and Matrons providing a first class secretarial service and ensuring their daily workload and priorities are met.
- Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.
- To co-operate with the introduction of new technologies.
- Take minutes at senior management meetings, type and distribute electronic or hard copies within a given time frame, ensuring the dissemination of information requested at meetings.
- To maintain appointments and diary management, implementing bring forward systems, arranging venues, speakers, travel and accommodation, ensuring timely and efficient communication.
- To act as a point of contact within the Care Group, Trust and to external users ensuring that communication links are maintained at all times.
- To produce and circulate rotas as requested by the Care Group Management Team. Including liaising with all levels of staff, internally and externally.
- Search the intranet and internet for particular policies and guidelines as requested by the Care Group Management Team.
- Working as a team to ensure that adequate stationary and relevant stocks within the department are kept to an acceptable level.
- Produce high quality letters and reports using detailed knowledge of software packages such as Microsoft Office, Word, Excel, Access and Powerpoint.
- To co-ordinate additional activity payments for relevant specialities and ensure signed off appropriately with Manager.
- Maintenance of annual leave and sickness records for Senior Management and Nursing Staff as required by the Management Team.
- Taking receipt of recording of travel claims and preparation of Staff Variation Lists (SVL) and ensure that ESR is kept up to date in real time.
- Prepare Human Resources administration as necessary, including staff change of details forms, variation forms, manpowers, orientation programmes appropriately.
- Co-ordinate and monitor compliance with mandatory training and appraisal activity for the Care Group and reporting compliance.
- To undertake tasks delegated by the Managers to assist in meeting activity targets and delivering Key Performance Indicators, ensuring deadlines are met.
- Provide administrative and secretarial support to all Managers/Matrons within the Department and Trust in the absence of her/his Secretary.
- Work collaboratively with other members of the senior management administrative and clerical team to ensure that the department runs effectively at all times.
- Respond to requests for information from service users and others who call the department, in person or by telephone, with tact and sensitivity. Give appropriate non-clinical advice and refer on to the most suitable person, ensuring that all queries are followed up as soon as possible.
- Maintain accurate and efficient records, manage filing and brought forward systems. Suggest and implement new and improved systems and ways of working where this will improve efficiency and effectiveness.
- Deal effectively with mail, e-mails, telephone enquiries and facsimiles from within and outside of the Trust, communicating all relevant information to the Manager/Matron as appropriate.
- Ensure complaints are investigated in accordance with Trust Directive. To assist senior members of staff and all wards in ensuring targets are achieved. To provide day to day guidance to all staff involved in complaints handling
- To work closely with Senior Members of the Care Groups and Complaints Co-ordinators and follow up statements daily with all disciplines of the Trust. Deal with telephone complaints appropriately.
- Ensure that any correspondence and communication is recorded in real time on the Datix system for all complaints and telephone calls.
- Ensure that matters of a confidential nature, including information relating to staff and patients, are not divulged to any unauthorised person.
- Take part in the Trust appraisal process, agreeing objectives and a personal development plan on a yearly basis.
- Attend mandatory training and maintain up to date administrative and secretarial skills. Partake in any training that may be recommended in terms of personal development.
- Copy typing or audio typing as appropriate within the role and assist with typing of clinics as directed by the Administration Services Manager or Directorate Manager.
- Retrieval of case sheets from Records Department as and when required by Manager and also accessing the Trusts HEARTS database for patient details as and when required.
- Deal with patient enquiries from anxious callers and pass on information either verbally or written.
Job description
Job responsibilities
KEY DUTIES
- To organise and manage the diaries of the Assistant Director, Directorate Managers Head of Quality and Matrons providing a first class secretarial service and ensuring their daily workload and priorities are met.
- Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.
- To co-operate with the introduction of new technologies.
- Take minutes at senior management meetings, type and distribute electronic or hard copies within a given time frame, ensuring the dissemination of information requested at meetings.
- To maintain appointments and diary management, implementing bring forward systems, arranging venues, speakers, travel and accommodation, ensuring timely and efficient communication.
- To act as a point of contact within the Care Group, Trust and to external users ensuring that communication links are maintained at all times.
- To produce and circulate rotas as requested by the Care Group Management Team. Including liaising with all levels of staff, internally and externally.
- Search the intranet and internet for particular policies and guidelines as requested by the Care Group Management Team.
- Working as a team to ensure that adequate stationary and relevant stocks within the department are kept to an acceptable level.
- Produce high quality letters and reports using detailed knowledge of software packages such as Microsoft Office, Word, Excel, Access and Powerpoint.
- To co-ordinate additional activity payments for relevant specialities and ensure signed off appropriately with Manager.
- Maintenance of annual leave and sickness records for Senior Management and Nursing Staff as required by the Management Team.
- Taking receipt of recording of travel claims and preparation of Staff Variation Lists (SVL) and ensure that ESR is kept up to date in real time.
- Prepare Human Resources administration as necessary, including staff change of details forms, variation forms, manpowers, orientation programmes appropriately.
- Co-ordinate and monitor compliance with mandatory training and appraisal activity for the Care Group and reporting compliance.
- To undertake tasks delegated by the Managers to assist in meeting activity targets and delivering Key Performance Indicators, ensuring deadlines are met.
- Provide administrative and secretarial support to all Managers/Matrons within the Department and Trust in the absence of her/his Secretary.
- Work collaboratively with other members of the senior management administrative and clerical team to ensure that the department runs effectively at all times.
- Respond to requests for information from service users and others who call the department, in person or by telephone, with tact and sensitivity. Give appropriate non-clinical advice and refer on to the most suitable person, ensuring that all queries are followed up as soon as possible.
- Maintain accurate and efficient records, manage filing and brought forward systems. Suggest and implement new and improved systems and ways of working where this will improve efficiency and effectiveness.
- Deal effectively with mail, e-mails, telephone enquiries and facsimiles from within and outside of the Trust, communicating all relevant information to the Manager/Matron as appropriate.
- Ensure complaints are investigated in accordance with Trust Directive. To assist senior members of staff and all wards in ensuring targets are achieved. To provide day to day guidance to all staff involved in complaints handling
- To work closely with Senior Members of the Care Groups and Complaints Co-ordinators and follow up statements daily with all disciplines of the Trust. Deal with telephone complaints appropriately.
- Ensure that any correspondence and communication is recorded in real time on the Datix system for all complaints and telephone calls.
- Ensure that matters of a confidential nature, including information relating to staff and patients, are not divulged to any unauthorised person.
- Take part in the Trust appraisal process, agreeing objectives and a personal development plan on a yearly basis.
- Attend mandatory training and maintain up to date administrative and secretarial skills. Partake in any training that may be recommended in terms of personal development.
- Copy typing or audio typing as appropriate within the role and assist with typing of clinics as directed by the Administration Services Manager or Directorate Manager.
- Retrieval of case sheets from Records Department as and when required by Manager and also accessing the Trusts HEARTS database for patient details as and when required.
- Deal with patient enquiries from anxious callers and pass on information either verbally or written.
Person Specification
Qualifications
Essential
- GSCE Standard or Higher
- RSA 3 - Typing / Word Processing
- RSA 3 - Medical Audio Typing
- Good English Language Skills
Desirable
- Shorthand / Speed Writing
- Secretarial Diploma
- Medical Terminology
Knowledge & Experience
Essential
- Minute Taking
- Microsoft Office Experience
- Ability to work as part of a team
- Substantial experience in a similar role or equivalent knowledge
- Medical Audio Typing
Desirable
Skills
Essential
- Excellent IT Skills
- Ability to communicate professionally at all levels
- Excellent Word Processing and Keyboard skills
- Ability to organise workload effectively and prioritise
- Use of all Microsoft Office software, Word, Excel, Access, PowerPoint
- Ability to use initiative to solve problems
- Highly developed interpersonal skills
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Eager to learn
- Ability to maintain control of stressful situations
Desirable
- Knowledge of Trust computer systems
Other
Essential
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
Person Specification
Qualifications
Essential
- GSCE Standard or Higher
- RSA 3 - Typing / Word Processing
- RSA 3 - Medical Audio Typing
- Good English Language Skills
Desirable
- Shorthand / Speed Writing
- Secretarial Diploma
- Medical Terminology
Knowledge & Experience
Essential
- Minute Taking
- Microsoft Office Experience
- Ability to work as part of a team
- Substantial experience in a similar role or equivalent knowledge
- Medical Audio Typing
Desirable
Skills
Essential
- Excellent IT Skills
- Ability to communicate professionally at all levels
- Excellent Word Processing and Keyboard skills
- Ability to organise workload effectively and prioritise
- Use of all Microsoft Office software, Word, Excel, Access, PowerPoint
- Ability to use initiative to solve problems
- Highly developed interpersonal skills
- Ability to use own initiative and work independently
- Capability to adapt to most situations
- Eager to learn
- Ability to maintain control of stressful situations
Desirable
- Knowledge of Trust computer systems
Other
Essential
- Comply with Trust policies and procedures at all times
- Ability and willingness to undergo further training for the post
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.
