Job summary
The role of PA to the Surgical matrons at the Alexandra Hospital has become available. Based on site, this role is for 20 hours per week over 5 days and will be responsible for supporting four senior nurses and their areas. Excellent interpersonal skills are essential for this pivotal role and the successful applicant will need to manage diaries, assist with recruitment, have a high standard of computer literacy and have very good organisational abilities.
Main duties of the job
Provide
a full secretarial service to the Matron including:
Word processing of reports, letters,
tables, etc.
Use of Spreadsheets
Filing including establishing and
setting up systems as necessary
Diary management
Receipt and distribution of mail
Photocopying/faxing/e mailing
Initiate
responses to correspondence and undertake appropriate follow-up action
Preparation of agenda, production of
minutes as required
Ensure that appropriate documents,
papers are available for meetings
Deal with face to face and telephone
enquiries ensuring they are dealt with efficiently and professionally and
passed on as appropriate.
Assist Modern Matron in collecting
documentation, evidence and statements to formulate a response to a complaint
or extreme incident.
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
JOB SUMMARY
To
act as personal assistant to the Modern Matron which will include the provision
of full secretarial and administrative support.
To
co-ordinate all recruitment retention for Laurel
2 and 3 and Avon Unit.
Act
as first point of contact and co-ordinate the process of recruitment of staff
within Avon floor and Laurel 2 & 3.
Key Dimensions
To assist
Matron in co-ordinating administrative work for Laurel 2 & 3 and Avon 1,2, 3 and the Millbrook Suite. Ordering agency for all areas and completing
ward audit tool for all areas.
Accept
personal responsibility and accountability for your infection prevention and
control practice.
Ensure
that you are familiar with, and comply with, all relevant policies.
Ensure
that you receive mandatory updates in infection control.
Risk
Assessment:
The
post involves VDU work and some handling of notes.
KEY RESPONSIBILITIES:
Secretarial
Provide
a full secretarial service to the Matron including:
Word processing of reports, letters,
tables, etc.
Use of Spreadsheets
Filing including establishing and
setting up systems as necessary
Diary management
Receipt and distribution of mail
Photocopying/faxing/e mailing
Initiate
responses to correspondence and undertake appropriate follow-up action
Preparation of agenda, production of
minutes as required
Ensure that appropriate documents,
papers are available for meetings
Deal with face to face and telephone
enquiries ensuring they are dealt with efficiently and professionally and
passed on as appropriate.
Assist Modern Matron in collecting
documentation, evidence and statements to formulate a response to a complaint
or extreme incident.
Administration
Undertake or co-ordinate administrative
tasks as required by the Modern Matron i.e. recording of leave, completion of
turn round document, data information, audit forms, booking agency etc.
Ensure that staff within the locality
receive copies and updates of Human Resources Policies/Procedures and Corporate
Policies and Procedures, as appropriate
Set up office systems to collect and
co-ordinate data to assist the locality management process.
Ensure the timely collection of
information to support routine reports and service development cycles.
Oversee the purchase of stationery
supplies for the office ensuring that appropriate stock levels are maintained
Liase closely with all relevant staff
to ensure all appropriate minutes/communications are circulated correctly and
appropriately maintaining office files.
Keep all policies & procedure up to
date and filed.
Personnel
Participate in the communication
process within the locality.
Assist with staff development reviews.
Establish procedures for the induction
of new staff
Assist the Modern Matron in the
recruitment and selection of all staff in accordance with Trust policies and
procedures.
Co-ordinate the recruitment process of
staff in the Locality area on behalf of the Matron.
General
Liase with all multi disciplinary teams
to ensure requests for maintenance, office moves and other similar matters
Ensure that adequate supplies exist of
accident forms/controlled stationery etc
Be aware of and keep abreast of Health
and Safety issues relating to the office environment.
his job
description is not intended to be an exhaustive list of duties but to give a
guide to the objectives and responsibilities of the post. It will be reviewed with the postholder on an
annual basis. It is essential that the
postholder recognises the level of confidentiality required for this post and
maintains that confidentiality at all times.
NO SMOKING POLICY
Please note
that this Trust operates a no smoking policy.
Criminal Records Bureau - Disclosure
Worcestershire
Acute Hospitals NHS Trust aims to promote equality of opportunity for all with
the right mix of talent, skills and potential.
Worcestershire Acute Hospitals NHS Trust welcomes applications from
diverse candidates. Criminal records
will be taken into account for recruitment purposes only when the conviction is
relevant. As Worcestershire Acute
Hospitals NHS Trust meets the requirements in respect of exempted questions
under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to
a criminal record check from the Criminal Records Bureau before the appointment
is confirmed. This will include details
of cautions, reprimands or final warnings, as well as convictions. The post you
are applying for will require such a check.
Confidentiality
The postholder
must maintain confidentiality, security and integrity of information relating
to patients, staff and other Health Service business.
Health and Safety
Employees must
be aware of the responsibilities placed on them under the Health and Safety at
Work Act (1974) and the Manual Handling Operations Regulations (1992). This ensures that the agreed safety
procedures are carried out to maintain a safe environment for employees, patients
and visitors to the Trust.
Risk Management
All staff have
a responsibility to report all clinical and non-clinical accidents or incidents
promptly and when requested to co-operate with any investigation undertaken.
Equal Opportunities
The Trust has a
clear commitment to equal opportunities and it is the duty of every employee to
comply with the detail and spirit.
Conflict of Interest
The Trust is
responsible for ensuring that the service provided for patients in its care
meet the highest standard. Equally, it
is responsible for ensuring that staff do not abuse their official position for
personal gain or to benefit their family or friends. The Trust's Standing Orders require any
officer to declare any interest, direct or indirect with contracts involving
the Trust. Staff are not allowed to
further their private interests in the course of their NHS duties.
The above duties and responsibilities are intended
to represent current priorities and are not meant to be a conclusive list as
the role will inevitably vary and develop over time. The postholder may from time to time be asked
to undertake other reasonable duties.
Any changes will be made in discussion with the postholder in the light
of service needs.
Person Specification
Qualifications
Essential
- Word processing courses or ECDL
- GCSE or equivalent in Maths and English Language
knowledge and skills
Essential
- Working knowledge of Microsoft Office in particular, Word, Excel and Powerpoint
Desirable
Experience
Essential
- A minimum of 1 year in a senior administrative role
- Establishing and maintaining office systems
- Minute taking
- Drafting correspondence and reports
- Supervisory skills
Desirable
- Audio typewriting skills
- Experience of using the Internet
- Shorthand
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.
Employer details
Employer name
Worcestershire Acute Hospitals NHS Trust
Address
The Alexandra Hospital
Woodrow Drive
Redditch
Worcestershire
B98 7UB