Personal Assistant/Secretary to the Directorate of Critical Care Manchester, England
Job description
The post holder will provide a comprehensive and efficient administrative service to the Directorate of Critical Care within the Clinical Scientific Services Division. This includes maintenance of office and personal diaries,
organisation of meetings, office administration, word-processing and minute taking.
The post holder will be responsible for their workload and will be able to work without direct supervision.
They will use their own initiative and independent judgement to assess and take action where necessary.
Provide full secretarial service and administrative support to the Divisional Head of Nursing for Clinical Scientific Services and Matrons for Critical Care, and general secretarial cover for the Critical Care Department.
Provide secretarial cover and administrative support to other areas in the department in the case of holidays and sickness and at times of increased workloads.
Produce correspondence as required within an agreed time span to support the Head of Nursing and Nursing Team as well as secretarial support to the Critical Care Department.
Arrange meetings, appointments, booking venues, and travel arrangements. Access electronic diaries of other members of the Directorate in order to co-ordinatemeetings.
Arrange Directorate meetings.
Attend directorate meetings to take and produce high quality minutes and actions of those meetings. Chase and record action progress.
Deal with emails on behalf of the Critical Care Team where appropriate.
Prioritise tasks/time manage and manage blocks of work/projects using initiative.
Working knowledge of HIVE for retrieval of information, requesting case notes, booking appointments and data quality queries.
Working knowledge of ESR for retrieval of staff information and updating of personal details.
To receive, sort, distribute, deal with and prioritise all forms of mail (including e-mails and faxes) as appropriate, taking responsibility for circulating necessary correspondence to the Critical Care Team, obtaining and collating responses where necessary.
To receive all calls and enquiries from staff and the general public on behalf of the Directorate of Critical Care using initiative to deal with matters where possible, or taking messages and re-directing calls as appropriate.
Maintain filing system to agreed specification and quality. Responsible for filing of all documents for Directorate of Critical Care personnel files and Management files so that all documents are filed weekly.
Arranging the rosters for the Critical Care War Clerks.
MFT is England’s largest NHS Trust with a turnover of £2.5bn & is on a different scale than most other NHS Trusts. We’re creating an exceptional integrated health & social care system for the 1 million patients who rely on our services every year.
Bringing together 10 hospitals & community services from across Manchester, Trafford & beyond, we champion collaborative working & transformation, encouraging our 28,000 workforce to pursue their most ambitious goals. We set standards that other Trusts seek to emulate so you’ll benefit from a scale of opportunity that is nothing short of extraordinary.
We’ve also created a digitally enabled organisation to improve clinical quality, patient & staff experience, operational effectiveness & driving research and innovation through the introduction of Hive; our brand-new Electronic Patient Record system which we’ve launched in September 2022.
We’re proud to be a major academic Research Centre & Education provider, providing you with a robust infrastructure to encourage and facilitate high-quality research programmes. What’s more, we’re excited to be embarking on our new Green Plan which will set out how MFT continues to play its part in making healthcare more sustainable.
At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open, and transparent, protecting your health and wellbeing and shaping the future of our organisation together.
To find out more about the key responsibilities and the specific skills and experience you’ll need, take a look at the Job Description & Person Specification attachments under the ‘Supporting Documents’ heading. So that you’re even more equipped to make an informed decision to apply to us, you’ll need to take time to read the ‘Candidate Essentials Guide’that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how ‘we care for you as you care for others’. Most importantly, it also contains critical information you’ll need to be aware of before you submit an application form.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not currently a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated, there is helpful advice and information available by searching on the ‘NHS England’ website where you can also find out more about how to access the vaccination.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team [email protected].
We’re looking forward to hearing from you!
