Job Title: Personal Assistant
Working pattern: Monday to Friday, 09:00am - 17:00pm
Band: 4 £12.86 p/h
Job Description:
Main duties:
- The Directorate PA will provide a full and comprehensive administrative service to the Head of Operations/Directorate Management Team and manage and co-ordinate the administration in the Secretariat, ensuring the most efficient and effective use of resources. The post holder may have line
- management responsibility for admin staff within the Secretariat and will be responsible for the coordination of the work and requirements identified, flagging up any issues that may come to light.
- The Directorate PA will undertake general office duties including the taking and typing of minutes, reports, other correspondence, actioning any requirements identified within the typing.
- They will answer and manage calls and be the main point of contact for the Service Manager for Trafford.
Responsibility to Patient Care:
- Ensure all governance meetings take place and are recorded
- accurately to ensure the safe running of the service in regard to our service users.
- Support the administration of any investigations being
- undertaken by the Directorate, including TMR, PIR, 3-day review etc.
- Assist in the administration of any investigations being
- undertaken by other Directorates within the Trust when
- required.
Planning and Organising:
- To maintain and manage all electronic diaries and use these
- diaries to arrange appointments and meetings for your allocated managers/ clinicians.
- To facilitate and coordinate events and all prevailing
- administrative duties including planning, agendas, take / type
- minutes (using paper and electronic methods), preparation of
- room and IT equipment, arrange venues and refreshments as
- required on request for meetings, workshops, investigations, and supervision.
- Management of inboxes for managers / clinicians and
- maintaining a process for flagging up email that require action.
- Support the management team in the maintenance of the Datix system and relevant spread sheets and monitoring tools to support this when requested.
- To develop and maintain appropriate bring forward systems for progress chasing, outstanding enquiries, comments and actions. Be pro-active in utilising these systems and forward plan agenda items, supporting papers for minutes etc.
- To ensure appropriate paper based and electronic filing systems are in place and ensure regular maintenance, in line with local and national legislation.
- To ensure all managers / clinicians are in receipt of all papers
- required for meetings.
- To ensure appropriate levels of stationary are available for the management team.
- To co-ordinate any travel warrants or overnight accommodation required by your managers / clinicians.
- Ensure sickness and absence is recorded on Health Roster in line with Payroll cut of dates.
- The production of highly sensitive documents that could relate to colleagues and other staff across the Directorates.
- Maintain personal files in regards to filing of all HR documentation.
Communication:
- Participate in the appraisal process with required knowledge of the Knowledge and Skills framework (KSF).
- Attend and participate in regular administrative meetings.
- Responsibility for the line management of admin staff within your
- team ensuring regular supervision and participation in the appraisal
- process
- Support trainee/agency secretaries ensuring effective office system
- is maintained, and support is offered where needed
- Cooperate fully in the introduction of new technology and in the
- development of new methods of working as appropriate to your area
- of responsibility.
- To take responsibility for own area of work, ensuring any areas of
- concerns are raised timely and appropriately.
- Support service developments relevant to your area of work and
- assist in change programmes to enhance the service delivered.
- To provide a personal and confidential service to all senior staff within the directorate, including the typing of reports, general correspondence, minutes, agendas etc.
- Interrogate websites to retrieve guidance across a range of key issues pertinent to the work of the management team.
- Sort and distribute mail effectively and timely.
- Prepare and collate any team briefs / communication appropriate to the service, ensuring deadlines are met for effective information sharing across the Directorate.
- Any other duties commensurate to the role.
- Work collaboratively with other Health & Social Care organisations
- Maintaining the Directorate Share point site, uploading documents and updating information when requested.