Personal Assistant to Head of Service (XN04)

Job Summary

The post holder will be accountable for the provision of a comprehensive personal assistant service to the Neurosciences Tri-Team. This will include secretarial activities for example word processing, filing, diary management etc, but will also include developing, maintaining, and managing office and information systems in support of Neurosciences. The post holder will play a key role in preparing agenda, taking, transcribing, and distributing minutes, organising follow up action and ensuring an effective bring forward/briefing system in respect of key documentation required.

Main duties of the job

The post-holder fulfils a key role within Neurosciences and would be expected to carry out a comprehensive range of duties and take a lead role for the department in one or more of the following areas: Health & Safety; staff records management, and implementation of departmental policies and procedures; handling complaints; ordering of stock items; taking responsibility for the recruitment and selection administration process for the team, induction and orientation programmes, performance monitoring of sickness, holidays and other leave, and return to work processes.

Job Description

Job responsibilities

The post holder will be responsible for:

1. Preparing and providing information to managers and to salaries and wages.
2. Ensuring correspondence and administrative tasks are aligned to service needs.
3. Being aware of and assisting with achieving the service standards, targets, and objectives Departmental, Trust and National.
4. Ensuring that processes/procedures comply with legislative requirements, including Health & Safety, Data Protection, and confidentiality.

Knowledge

An ability to effectively implement, and ensure adherence to, Trust and Departmental policies and procedures associated with the role and the service.

An ability to provide accurate and appropriate non-clinical advice and information to others - colleagues, staff at all levels, patients, and their families.

Appreciation of clinical/operational areas that the service area interacts with.

Understand and adhere to data protection, confidentiality, and copyright laws.

An understanding of the relationship and impact on the service of a range of IT applications.

Skills

Excellent organisational skills with the ability to work both independently and as part of a team.

Effective supervisory skills, be highly motivated and lead by example to motivate other team members.

Prioritise own workload and, where appropriate, that of the team.

Able to effectively manage a variety of tasks with possibly competing deadlines.

An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.

An ability to accurately transcribe complicated/complex and sensitive tapes/notes and type complicated/complex information while subject to frequent interruptions.

Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels, i.e. patients, relatives, colleagues and other health professionals, within the Trust and externally.

An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.

To have an adaptable and flexible approach to working hours and practices.

Must be tactful and diplomatic.

Appropriate typing/IT qualification or equivalent.

To support and sustain the department's practice with efficient administrative protocols, processes, and procedures, in line with service needs.

Experience

Experience at supervisory/senior secretary/PA level in a health care environment.

An excellent knowledge of managerial procedures and protocols.

A well-developed understanding and knowledge of office-based procedures/systems and able to implement change and train, where appropriate, the secretarial/clerical team.

Interpretation and analysis of reports, databases, and spreadsheet information.

Well developed knowledge and experience of using a variety of IT applications in a Windows based environment.

Working in a customer focused environment.

Qualifications

GCSE (or equivalent) English Language grade C or above.

RSA3 typing/word processing or equivalent.

European Computer Driving Licence (ECDL) is desirable.

Core Behaviours And Skills

Commitment to ensuring work is completed and targets met within the timescales dictated by the Department/Service, Trust and/or external bodies.

Communicate sensitively and effectively.

Respect the privacy, dignity, religious and cultural beliefs of others.

Effective supervisory/managerial skills.

Have the ability to assess and resolve problems within the remit of the role.

Able to adapt to new working practices/processes.

Able to implement and review changes within the working practices/processes of the team.

Flexibility in approach to working hours and working practices.

Able to prioritise workload individual and that of the team, if appropriate.

Ability to manage a variety of tasks and deadlines, achieving required deadlines.

Effective communication skills, verbal and written.

Understand and adhere to Departmental/Service, Trust and NHS processes and protocols.

Continually monitor, review and, where appropriate, suggest/implement changes to improve the working practices and systems.

Demonstrate a commitment to team working, departmental and multi-disciplinary team.

Demonstrate integrity and respect confidentiality.