personal assistant Worcester, England
Job description
Job Purpose: To provide a high level, comprehensive, efficient and confidential administrative, secretarial and clerical support service to the Divisional Management Team, ie Divisional Medical Director, Director of Operations, Divisional Director of Nursing and Deputy Divisional Director of Nursing. The range and diversity of responsibilities will require the post holder to adopt a flexible approach. The ability to work independently, often under pressure 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 or projects and initiatives within the Division.
Key Responsibilities To play a key role in the management and day-to-day organisation of the Divisional office. Work autonomously, prioritising own workload including carrying out enquiries and investigate issues, to ensure that an efficient service is provided to the Director at all times. To provide effective support to the management team by communicating complex and sometimes sensitive information, where required prioritising own and managers activities using Microsoft Office packages at an advanced level. To manage the diaries for the Medical Director, Divisional Director of Nursing and Divisional Director of Operations negotiating facilities and appointments ensuring the best use of the teams time.
Dealing with complex enquires that will require investigating a variety of workable solutions to ensure they are managed efficiently. Provide efficient and confidential administrative secretarial assistance by developing maintaining and updating filing systems, administrative procedures and personnel files. Develop own administrative policies and procedures, ensuring that information is disseminated to second in line staff. Take responsibility for the efficient organisation and maintenance of filing systems, ensuring that all papers/files for meetings are available and that there is an effective brought forward system ensuring that confidentiality is maintained at all times.
Organising and maintaining any archiving/storage facilities. Take responsibility for all matters relating to incoming and outgoing correspondence, initiating replies to routine correspondence on behalf of the Director as necessary. In the absence of the Director 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.
Responding accordingly ensuring appropriate action is taken on specific issues. Ensure that all messages are prioritised and communicated to the Director or other member of the Divisional Management Team. In the absence of the Director 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 Director and present in a useful format, disseminating any information, which may be of interest to other staff members, associates and outside agencies. Maintain annual leave, sickness, study leave records ensuring leave does not coincide, and personal files for staff. Provide secretariat role to the Divisional groups and committees chaired by the Divisional Directors, co-ordinating and facilitating meetings, drafting agendas, taking formal minutes, distribution of relevant papers and ensuring follow-up action is undertaken. Create databases and spreadsheets.
Obtain information and report from and maintain relevant databases/electronic systems, collecting data as required. Organise multi-agency meetings liaising with all parties and negotiating with/persuading parties where diary conflicts arise. To include collation of agenda items & paperwork, taking transcribing and circulating agreed minutes for public, external and internal meetings. Also take responsibility for the allocation and tracking of actions as requested.
Accompany the Director to meetings to take notes, and ensure prompt follow up of actions agreed. Receive action and monitor risk issues for the Division, liaising with relevant staff, collating information ensuring Trust required response time is achieved. Devise and maintain database on all complaint issues for presentation to senior management. Monitor Trust Serious Untoward Incidents/Complaints for the area, liaising with relevant staff, other agencies, collating information, which can be highly distressing, keeping an up to date database of information for presentation to senior management.
Take responsibility of managing various projects within the area, which includes organisation, negotiation and planning of organisational relocations. Liaise with the Trust Communications Department in order that all relevant information is disseminated to appropriate parties, including external organisations, governors, staff, service users etc. Conduct polite and courteous telephone conversations with all stakeholders demonstrating patience and understanding of whichever dilemmas they may be facing in a reassuring manner. Establish communication and maintain links with other staff and associates to ensure an effective and efficient administrative/secretarial service for the Directors.
Facilitate effective liaison with other NHS organisations, Social Services and any other health, local government or social care professionals or contractors, including other administrative support within the Health economy. Recruit, supervise and develop junior staff and associates as and when required. Other duties, commensurate with the post, as directed by line manager. To be responsible for completion of the monthly turnaround documents for the senior Divisional team.
To undertake (as a regular feature of the role) discreet projects which require analysis and interpretation, development of proposals and policy and influencing skills. To be aware of the Divisional budgets and assist in the reduction of expenditure.
