Job Title: PA/Administrator
Pay Scale £17,787 – £20,488
Accountable to: Managing Director
Reports to: Managing Director
Base Location: Tarporley War Memorial Hospital

(37.5 hours per week on a 12 month Fixed Term Contract)

PLEASE NOTE:  APPLICATIONS FOR THIS POST WILL ONLY BE ACCEPTED VIA THE NHS JOBS WEBSITE:

Closing date: 11.59pm Thursday 11th February 2021

We currently have an opportunity available for a PA/Administrator to join our administration team for 37.5 hours per week Monday to Friday fixed term for 12 months (with the potential to become permanent). The administration team plays a vital role in ensuring the smooth running of the Hospital, supporting all non-clinical activities from general administration, HR responsibilities, fundraising, marketing and PR.

Dependent upon experience we can offer a salary ranging from £17,787 to £20,488 pro rata. Tarporley War Memorial Hospital (TWMH) provides its own company pension scheme but can also offer current NHS staff continuation of their NHS pension and comparative annual leave allowance linked to long service.

Key Responsibilities
The post holder will:

Communicate and hold strong working relationships skills

  • Liaison with external organisation DOH, NMC, universities, CCG presenting the hospital in a positive and professional manner.
  • Undertake secretarial duties for other Managers within the nursing team as agreed with by the Managing Director.
  • To undertake such other duties as may be required from time to time by the Managing Director, as appropriate to the post.

Analytical and Judgemental Skills

  • Use personal judgement to appropriately prioritising and escalating issues as they arise.
  • To deal with conflicting diary appointments and in the absence of the Director, make decisions in order to resolve/prioritise conflicting diary demands or refer these appropriately.

Planning and Organisational Skills

  • Effective management of own workload to ensure deadlines are met.  Acting on own initiative in dealing with enquiries and preparing correspondence at the discretion of the Managing Director.
  • To promptly deal with correspondence, emails, telephone calls, and routine enquiries as necessary.  Using initiative to manage these in the first instance or refer as appropriate.
  • To establish and maintain an efficient filing system including electronic filing, and ensure that all other systems or procedures are reviewed on a regular basis (at least annually) to allow for changing needs.  Ensure that files are archived to maintain maximum efficiency.
  • To maintain an efficient diary system, arranging appointments and implementing systems to ensure that appropriate documentation is available.
  • Efficient “bring forward” systems are in place to ensure that time-scales are met.
  • By forward planning, ensure that all supporting correspondence and information for meetings is adequately prepared and available at the required time.
  • Prioritise and redistribute work to appropriate staff in the absence of the Managing Director to ensure continuity of service.
  • Making the relevant arrangements for meetings, conferences, etc. both internally and externally, including transport when required.
  • Co-ordinate the collation of board and trust management reports from information submitted to the Managing Director ensuring that reports are submitted for the Trustee Board, Clinical Quality Assurance and Audit Committee in a timely and concise manner.
  • Format papers for meetings as required, such as Trustees and Operational Management meetings.

 

Responsibility for Patient/Client Care, treatment and therapy

  • To ensure any conversations with patients and the public are treated in a professional manner and passed onto the Managing Director as appropriate.
  • Responsibility for Policy and Service Development Implementation
  • Comply with Hospital Policies and Procedures especially with regard to Data Protection and confidentiality.
  • Establish and maintain an efficient system to monitor compliance that all policies are in date and ratified following review by the relevant committee/group.
  • Responsibility for Equipment and Other resources
  • Maintain current knowledge of technological developments in relation to changes in office technology.
  • Ensure that all resources are used efficiently and identify changes which will promote more cost-effective ways of working.
  • Ensure travel and other expenses are managed in line with Hospital policies in a timely way.

Responsibility for Human Resources e.g. Supervision, Training, HR advice and management.

  • Maintain leave and sickness records for all non-clinical staff.
  • Coordinate the collation of non-clinical staff timesheets ready to submit for payroll.
  • Prepare documents for recruitment events and advertise vacancies via NHS Jobs/Indeed.
  • Ensure the recruitment process is adhered to as per Hospital Policy and Procedures.
  • Work closely with External HR Consultants to ensure any HR queries are addressed timely.

Responsibility for Information resources and Administrative Duties

  • Set up and maintain databases which support the Managing Director responsibilities.
  • To assist in the collection, recording, collation and analysis of appropriate statistical and management information.
  • Prepare formal presentations as required using the individual’s preferred means of communication and assist in preparation for delivering at the event.
  • Uses a range of IT systems

Responsibility for research and Development

  • Participate in personal annual appraisal and quarterly supervision reviews identifying training needs which support the role.

Freedom to Act

  • Work to Hospital procedures, referring as necessary to the Managing Director.  Work autonomously within own area of responsibility.

Any other Specific Tasks Required

  • To provide a full Personal Assistant support service which includes providing administrative support for meetings, production of agendas, confirmation of venues, recording and typing of minutes and follow up action points as agreed with the Managing Director.
  • To take formal minutes at various committees, including
  • Trustee Board
  • Clinical Quality Assurance Committee
  • Audit Committee
  • Operational Management Group meeting
  • Corporate nursing meetings with senior nurses
  • Other meetings as agreed by the Managing Director
  • Distribute minutes, collate agendas and operate bring-forward system for following up actions.
Clinical Governance / Quality
The post holder will actively support the Hospital’s Clinical Governance agenda. They will participate in achieving the satisfactory completion of the Care Quality Commission’s action plan. The post holder will support through audit monitoring, standards of care and contribute to any identified improvement that may be required. The individual will adhere to and support the Hospital’s mission statement and embrace the Hospital’s vision and values. The individual will ensure compliance with Hospital policies, procedures and standard operational procedures, for self and others. This will include the expectation that the individual will alert the senior nursing team if practice appears to contravene a policy or if there are any concerns relating to any aspect of patient care.
Education and Training Development
The post holder will ensure that they complete their mandatory training within the stated timescales. The individual will be responsible for developing their own skills and knowledge as identified in their appraisal. They must attend any educational and training sessions as deemed appropriate by their line manager.
Equality and Diversity
It is the responsibility of every member of staff to understand our equality and diversity commitments and statutory obligations, and to:

Act in ways that support equality and diversity and recognises the importance of people’s rights in accordance with legislation, policies, procedures and good practice.

Valuing people as individuals and treating everyone with dignity and respect, consideration and without prejudice, respecting diversity and recognising peoples expressed beliefs, preferences and choices in working with others and delivering appropriate services.

Recognise and report behaviour that undermines equality under the hospital policy.

Be consciously aware of own behaviour and encourage the same levels of behaviour in colleagues.

Acknowledge others’ different perspectives and recognise the diverse needs and experiences of everyone they come into contact with.

With the support of managers create an environment that embraces equality and diversity. This will be achieved by completing mandatory training and keeping up to date with changes in statutory and legal legislations.

Infection Prevention & Control
 All staff will adhere to infection control policies and procedures at all times and carry out role specific duties as per identified roles and responsibilities.
Confidentiality
Confidentiality/Data Protection regarding all personal information must be maintained at all times (both in and out of working hours).  All staff should ensure that they are familiar with and adhere to all Hospital privacy, confidentiality and security policies and procedures.  Any breach of confidentiality will be taken seriously and appropriate disciplinary action taken.
Freedom of Information
In accordance with Freedom of Information and other associated legislation, the Hospital may be required to make public recorded information available upon a request, or do this as part of a publication scheme.  Please note, that in your public role, your name or job role may be contained in a document that is published in accordance with such legislation. However, your permission would be sought first.
Management of Risk & Health and Safety
All employees have a duty to take reasonable care to avoid injury to themselves or to others and to co-operate with the Hospital in meeting its statutory requirements.

All employees will proactively contribute to the management of risk by identifying hazards in the workplace which have the potential to cause harm, raising issues of concern and risk to the appropriate level.  The individual must adhere to the incident reporting policy. They must be aware of and trained in the use of any equipment utilised within the clinical areas. This will include the reporting of any faults that are found, immediately to the senior member of staff on duty.

Safeguarding Children and Vulnerable Adults
All Hospital employees are required to act in such a way that at all times safeguards the health and well being of children and vulnerable adults.  Familiarisation with and adherence to Hospital’s Safeguarding policies is an essential requirement of all employees, as is participation and completion of related mandatory/statutory training.
IT Skills
All staff are expected to have or to gain a minimum of basic level IT skills to enable them to use the Hospital’s IT systems to support Hospital’s services and needs.  All staff should be familiar with relevant IT systems and security policies and procedures.
Records Management
All staff are personally responsible for record-keeping, in line with the guidance as stated within their professional code of conduct.  A record is anything that contains information in any medium e.g. paper, tapes, computer information, etc. which have been created or gathered as a result of any Hospital activity.  All individuals within the Hospital are responsible for any records they create or use. The individuals must ensure that records are retained in accordance with the Records Management Policy and are stored in a manner that allows them to be easily located in the event of a Freedom of Information (FOI) request.
Information Quality
All staff must ensure complete and accurate data is collected to the highest standard at all times. Data collection should be supported by adequate documentation and processes should be regularly reviewed. Staff should ensure that processes conform to national standards and are fit for purpose.  All staff should comply with the Information Quality Policy.
Administration Responsibility
All staff will ensure good housekeeping, ensuring the provision of a safe environment. They will contribute to ensuring the safe filing of records adhering to the Hospital’s policies and procedures. Staff will also answer telephone calls in a professional and courteous manner, relaying information accurately to colleagues.
Human Resource
Staff will be flexible in their working hours in an attempt to meet service needs and demands of the hospital. All staff will be familiar with rostering procedures and will be responsible for ensuring they manage their own holiday entitlement within the calendar year. All staff will be familiar with any absence reporting and monitoring and recognise their role and responsibility in accordance with the Hospital’s policy.

All staff will familiarise themselves and adhere to the Hospital’s policies, these include, Human Resource, Clinical and Governance policies.

Financial Responsibility
All staff must utilise all resources effectively, be aware of the importance of cost-effectiveness and ensure reduction in resource wastage.
Change of Job Description
The duties outlined above are not intended to be exhaustive and may change as the needs of the department alter in line with current agendas.  This job description will be subject to periodic review and amendment in accordance with the needs of the Hospital.

 

Person Specification

     
  Qualifications Essential Desirable Assessment
1 Educated to GCSE standard Yes A
2 Preferably to ‘A’ Level but at least GCSE including English Yes A
3 Qualification or experience to vocational level 3 or equivalent Yes A
  Experience Essential Desirable Assessment
4 Demonstratable experience in senior secretarial/administrative positions in a busy and demanding environment, with the ability to deal with non- routine issues requiring independent problem solving  

X

 

5 Experience of line management/supervision of staff X
Technical Skills Competencies Essential Desirable Assessment
6 Excellent technical skills in Microsoft Office X
7 Typing skills X
8 Proficient keyboard skills X
9 Excellent organisational skills X
10 Organising, attending and administering corporate meetings X
11 Taking minutes at corporate/senior level committee meetings X
12 Competent in use of e-mail and web-based technology X
  Knowledge Essential Desirable Assessment
13 Demonstrable experience of work in a senior top level supporting role X
Interpersonal Skills Essential Desirable Assessment
14 Excellent interpersonal skills X
15 Very high level of communication skills X
16 Able to work on own initiative X
17 Capable of prioritising work and in the absence of the Managing Director able to refer on queries  

X

18 The individual must at all times be welcoming, friendly and helpful X
19 Ability to look and plan ahead is also essential X
Other requirements specific to the role
20 Understand the management of highly confidential information and data protection requirements X

 

Assessment via
A Application
I Interview
T Test
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