Job summary
Project PA/Administrator - Band 4
Full Time - 10 month fixed term contract
An exciting opportunity has arisen for an organised and motivated individual to join the team at Victoria Infirmary as a PA/Administrator, supporting the General Manager and the Cheshire & Merseyside Surgical Centre Development Project. We are looking for an enthusiastic team player with excellent communication and IT skills and who has previous experience of working in a busy PA/ minute taking/ administrative role.
Main duties of the job
The post holder will provide a comprehensive, quality and confidential personal assistant and administrative service to the VIN General Manager and Surgical Centre Project Team. A key requirement of the role will be to help organise and co-ordinate workload and activities in conjunction with and supported by the team to ensure that an efficient service is provided. It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues in the team.
About us
Mid Cheshire Hospitals NHS Foundation Trust (MCHFT) provides good quality, safe and effective healthcare to the people of Cheshire and beyond. The Trust, which manages Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford, was established as an NHS Trust in April 1991 and became a Foundation Trust in April 2008.
We employ almost 5,000 members of staff, provide around 540 hospital beds, with a range of services including accident and emergency, maternity, outpatients, therapies, and children's health.
The Trust is also part of Central Cheshire Integrated Care Partnership (CCICP), a unique local health partnership that provides a range of community services for people across South Cheshire and Vale Royal.
At Mid Cheshire, we value our staff and appreciate that in order to give our patients the best quality, compassionate care, we also need to look after our colleagues.
Job description
Job responsibilities
- Provide a comprehensive administrative/PA service to the VIN General Manager and Surgical Centre Project Team. This will include minute taking and drafting agendas, letters and emails and co-ordinating responses with minimum supervision and guidance for the appropriate action logs, dealing with day-to-day telephone enquiries and managing electronic diaries.
- Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available, and that all relevant parties are briefed on any difficulties, problems or issues.
- Build and maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services for the project.
- Exercise own judgement based on acquired knowledge and experience, as to when to deal with queries or issues personally and when to escalate to the VIN General Manager or other member of the Elective Hub project team and with what degree of urgency.
- Type and draft where appropriate, correspondence and other documents as required, checking all typing for accuracy, spelling and grammar before it is sent. Produce minutes, draft agendas and co-ordination of action logs, produce letters, memos, reports, tables, presentations and other documents fully utilising Microsoft Office.
- Be fully conversant with all required electronic systems for correspondence, including specialist computer systems as applicable.
- Develop and continually improve effective information management systems. This includes maintaining an efficient bring forward system to effectively monitor work that has been delegated elsewhere. Progress/chase outstanding items dealing confidently with staff at all levels both internally and externally. Maintain an effective and up-to-date filing system and regularly review old files in line with departmental retention and disposal arrangements.
- Develop and maintain systems for monitoring actions across the various elective hub workstream groups.
- Always represent the Team in professional manner.
Job description
Job responsibilities
- Provide a comprehensive administrative/PA service to the VIN General Manager and Surgical Centre Project Team. This will include minute taking and drafting agendas, letters and emails and co-ordinating responses with minimum supervision and guidance for the appropriate action logs, dealing with day-to-day telephone enquiries and managing electronic diaries.
- Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available, and that all relevant parties are briefed on any difficulties, problems or issues.
- Build and maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services for the project.
- Exercise own judgement based on acquired knowledge and experience, as to when to deal with queries or issues personally and when to escalate to the VIN General Manager or other member of the Elective Hub project team and with what degree of urgency.
- Type and draft where appropriate, correspondence and other documents as required, checking all typing for accuracy, spelling and grammar before it is sent. Produce minutes, draft agendas and co-ordination of action logs, produce letters, memos, reports, tables, presentations and other documents fully utilising Microsoft Office.
- Be fully conversant with all required electronic systems for correspondence, including specialist computer systems as applicable.
- Develop and continually improve effective information management systems. This includes maintaining an efficient bring forward system to effectively monitor work that has been delegated elsewhere. Progress/chase outstanding items dealing confidently with staff at all levels both internally and externally. Maintain an effective and up-to-date filing system and regularly review old files in line with departmental retention and disposal arrangements.
- Develop and maintain systems for monitoring actions across the various elective hub workstream groups.
- Always represent the Team in professional manner.
Person Specification
Qualifications/Knowledge/Previous Experience
Essential
- RSA 3 typewriting or equivalent experience/Computer skills, ECDL or equivalent experience
- NVQ level 3 in Business Administration or equivalent qualification and significant experience in a secretarial or administrative role
- Aware of current professional and NHS issues
- Understanding of equality, diversity and rights
- Sounds knowledge of confidentiality in accordance with Data Protection Act and National/Local guidelines
Skills
Essential
- Excellent knowledge of Microsoft Office including Outlook, Word, Excel and PowerPoint
- Management of diaries
- Excellent verbal and written communication skills
- Minute taking skills
- Ability to prioritise own work within tight deadlines
- Ability to identify problems and develop creative solutions
- Decision making autonomy
- Demonstrate good organisational and time management skills
- Interest in motivating and developing people
- Accept and support change and improvements in practice
Values
Essential
- A commitment to quality and safety/commitment to work together to create the best outcomes
- A recognition of the importance of showing respect, dignity and compassion to patients and colleagues/A listening, learning and leading approach
- Must demonstrate the Trust's values around both raising concerns at work, and how to treat others who raise concerns
Behaviours
Essential
- Excellent oral and written skills
- A friendly, personable and approachable manner/willing to work as a role model/appreciate and value the worth of others
- Ability to treat all employee and other hospital information confidentially
- Must have the courage to speak up. Must value and appreciate the worth of others
Person Specification
Qualifications/Knowledge/Previous Experience
Essential
- RSA 3 typewriting or equivalent experience/Computer skills, ECDL or equivalent experience
- NVQ level 3 in Business Administration or equivalent qualification and significant experience in a secretarial or administrative role
- Aware of current professional and NHS issues
- Understanding of equality, diversity and rights
- Sounds knowledge of confidentiality in accordance with Data Protection Act and National/Local guidelines
Skills
Essential
- Excellent knowledge of Microsoft Office including Outlook, Word, Excel and PowerPoint
- Management of diaries
- Excellent verbal and written communication skills
- Minute taking skills
- Ability to prioritise own work within tight deadlines
- Ability to identify problems and develop creative solutions
- Decision making autonomy
- Demonstrate good organisational and time management skills
- Interest in motivating and developing people
- Accept and support change and improvements in practice
Values
Essential
- A commitment to quality and safety/commitment to work together to create the best outcomes
- A recognition of the importance of showing respect, dignity and compassion to patients and colleagues/A listening, learning and leading approach
- Must demonstrate the Trust's values around both raising concerns at work, and how to treat others who raise concerns
Behaviours
Essential
- Excellent oral and written skills
- A friendly, personable and approachable manner/willing to work as a role model/appreciate and value the worth of others
- Ability to treat all employee and other hospital information confidentially
- Must have the courage to speak up. Must value and appreciate the worth of others
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).
