Senior Administrator Nottingham, England
Job description
NHS AfC: Band 4
Job overview
An exciting opportunity has arisen within our very busy and expanding Legal Services Department for a Personal Secretary.
Applicants will need to have experience of working as a Personal Secretary within a busy department (ideally within the NHS), be able to thrive under pressure, be computer literate, take minutes of meetings, manage databases (to include extracting data and producing reports), have general knowledge of NHS policies and standards and demonstrate a good understanding of confidentiality including data protection and information governance.
Attention to detail is key to the role and the ability to manage diaries and prioritise work, often at very short notice, is essential.
We are looking for a confident and enthusiastic individual who has excellent interpersonal and communication skills with the ability to influence and negotiate at all levels of the organisation. The ability to think on their feet, work on their own initiative whilst demonstrating sound judgment, work to deadlines, remain calm and professional under pressure.
Main duties of the job
Main duties of the job
To provide comprehensive secretarial and administrative support to the Deputy Director of Legal Services and the wider Legal Services department.
To work closely with and deputise for the PA to the Director of Legal Services.
To manage the workload of the Administrator within the Legal Services department, monitoring administrative work flow, delegating and prioritising where required.
In conjunction with the PA to the Director of Legal Services, to be responsible for the management and actioning of the legalservices@ inbox, the incoming post, the outgoing post, requesting and disclosure of medical records, organisation of meetings, collation and distribution of documentation as and when required.
To assist the Deputy Director of Legal Services and the wider department across a range of duties.
Working for our organisation
In addition to the below summary you need to familiarise yourself with full job description and person specification documents attached to this advert.
General Policies Procedures and Practices:
To comply with all Trust policies, procedures and practices and to be responsible for keeping up to date with any changes to these.
Must be able to demonstrate behaviours consistent with the Trust’s “We are here for you” behavioural standards
Detailed job description and main responsibilities
Secretarial:
To present a professional and helpful image to Trust staff, external stakeholders and visitors, and be professional and helpful at all times. To receive visitors to the Legal Services Office, dealing with all enquiries in a sensitive and sympathetic manner and taking actions where necessary, within the remit of the role.
To manage the diary of the Deputy Director of Legal Services, prioritising appointments and taking the initiative in the event of conflicting priorities.
To provide support to the wider Legal Services Department, organising conferences, meetings and typing of correspondence where necessary.
To ensure all paperwork is available for meetings and court hearings as required and to maintain an awareness of ongoing issues in order to be able to tie up documentation correspondence appropriately, chasing up action where necessary.
To type correspondence, reports and other documents to a high standard and with due respect for confidentiality. To compose simple and routine correspondence on behalf of the Head of Legal Services when required.
To maintain a comprehensive filing system for the Legal Services department, ensuring files are up to date, archiving systems are catalogued and accessible, spreadsheets and databases are accurate and up to date and the medical records and disclosure of the same is organised, accurate and accessible. To assist with the maintenance of the Datix Claims Management System, including the inputting of new claims and inquest related information. The post holder will also be required to interrogate the system to identify the existence of SI reports, incident forms and complaints relating to a potential claim.
To maintain the archiving system in respect of closed claim files to ensure these are retained in accordance with Department of Health guidance.
To organise meetings as required, ensuring that venues, refreshments and any supplementary equipment are arranged in advance.
To facilitate the requesting and disclosing of medical records to solicitors, Coroners and others (where needed) on all legal matters, to ensure an accurate and up to date record of the disclosure position is maintained and is easily accessible. To utilise electronic administration systems to monitor the location of medical records, x-rays and other relevant documentation to obtain medical records, radiology and other relevant documentation. To ensure the accurate tracking of medical records on Medway PAS.
To open and stamp all incoming mail for the department, redirecting mail when necessary and ensuring that all urgent items are brought to their attention of the appropriate member of staff immediately.
To open and/or oversee the opening of all new matters within the department, ensuring that high standards are maintained and processes followed.
To assist in the introduction of new office systems and procedures to ensure an efficient and effective service within the Legal Services Department.
To take minutes at meetings as and when required.
In conjunction with the PA to the Director of Legal Services and other administrative staff in the team, to ensure that there is cover within the Legal Services office between 8.30 am and 5.00 pm.
To assess workload and prioritise regularly to ensure a smooth and efficient flow of service.
To assist the Director and Deputy Director of Legal Services with updating the Legal Services Intranet page when required.
To create and distribute DATIX reports across the Trust as required.
To comply with the requirements of the Data Protection Act, Access to Health Records Act
To assist the Deputy Director of Legal Services with managing the Trust’s Fleet insurance. This will involve inputting details onto the Motor Insurance Database (MID) and keeping an up-to-list list of the fleet of vehicles to be insured.
To order and maintain the Legal Services Office stationery and other supplies, using the NHS Supply and Integra systems.
Support relating to meetings:
To prepare, collate and distribute bundles, reports and records for pre inquest meetings and any other meeting where needed.
To set up venues in preparation for meetings, organising presentation/IT equipment and refreshments as required.
Administrative duties:
To deal with invoices, orders and requisitions that relate to the Legal Services Department. Dealing with enquiries from Accounts and outside agencies when required.
To assist in the organisation of Legal Services Training events.
To be responsible for maintaining annual leave, sickness and absence records for the Legal Services Department.
To undertake specific project work on behalf of the Head of Legal Services when required.
Other duties:
To supervise any other administrative staff working within the department, monitor work load and assist with prioritisation of work.
To undertake any other duties that may reasonably be required.
DEPARTMENTAL RESPONSIBILITIES
- To comply with all departmental health and safety policies.
- To maintain an awareness in relation to security in the department and to report potential problems to the appropriate staff.
- To assist with the day to day running of the office.
- To attend training sessions as appropriate.
- To assist and participate in staff induction programmes, as required.
- To adhere to all Trust and departmental policies and procedures.
- To attend statutory and mandatory training sessions
- To attend an annual appraisal interview
Person specification
Education & Qualifications
Essential criteria
- Educated to a minimum of GCSE (or equivalent) English and Mathematics
- RSA 2 (or equivalent)
Desirable criteria
- Recognised qualification in office/secretarial skills
Knowledge, Training & Experience
Essential criteria
- At least two years’ experience of working in a senior administrative role and working as a personal secretary at a similar level (ie at Director level)
- Computer literate – must possess extensive knowledge of using Windows, Excel, PowerPoint, experience of PDFing documents and uploading documents on to the internet Able to demonstrate experience of taking minutes at high
- Able to demonstrate experience of taking minutes at high level and complex meetings
- Previous database management experience, including the ability to extract data and produce reports
- Experience of working as part of a team (including assisting with workload priorities across the team)
- Able to demonstrate an understanding of confidentiality, including Data Protection and information governance
Desirable criteria
- Experience of project management
Analytical & Judgement Skills
Essential criteria
- Able to work on own initiative whilst demonstrating sound judgement
- Ability to work autonomously, working to tight deadlines/targets
- Able to remain calm under pressure
- High level of integrity and professionalism
- Ability to problem solve
Communication Skills
Essential criteria
- Excellent written and oral communication skills appropriate to working with different audiences
- Experience of engaging with the public, patient and staff
- Well developed inter-personal and communication skills
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Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.
Covid-19 vaccination: remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We continue to encourage our current and potential colleagues to get vaccinated. For helpful advice and information about the Covid-19 vaccination and how to access visit: https://nottsccg.nhs.uk/covid-19/covid-19-vaccinations/
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements
ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa’s and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
