Personal assistant

The Medical Care Group has an opportunity for a Personal Assistant to join its existing team. The role will be to provide comprehensive secretarial support primarily to Senior Management Team in the Medical Care Group. The post holder will be expected to work with the minimum of supervision, using their own initiative, and will carry out duties of the post in such a way as to make a direct and positive contribution to the organisation by enabling the Medical Care Group Management team to utilise their time in an efficient and effective manner. The successful candidate will be expected to demonstrate a flexible approach to meet the needs of the service and provide high quality secretarial support including diary management, scheduling and attending meetings, minute taking and the screening of emails. You need to be an effective gatekeeper, using your judgement to resolve difficult situations, whilst making decisions regarding appropriateness and priorities along with excellent interpersonal skills and knowledge of all the relevant administrative and secretarial procedures applicable to the role. There is a need to be able to work to tight deadlines and withstand the pressure of a busy office. You will also be required to provide cross cover for PA colleagues during times of absence. Interview Date: TBC To organise and manage the diaries of the Assistant Director, Directorate Managers Head of Quality and Matrons providing a first class secretarial service and ensuring their daily workload and priorities are met. Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance. To co-operate with the introduction of new Take minutes at senior management meetings, type and distribute electronic or hard copies within a given time frame, ensuring the dissemination of information requested at meetings. To maintain appointments and diary management, implementing bring forward systems, arranging venues, speakers, travel and accommodation, ensuring timely and efficient communication. To act as a point of contact within the Care Group, Trust and to external users ensuring that communication links are maintained at all times. To produce and circulate rota’s as requested by the Care Group Management Team. Including liaising with all levels of staff, internally and externally. Search the intranet and internet for particular policies and guidelines as requested by the Care Group Management Team. Working as a team to ensure that adequate stationary and relevant stocks within the department are kept to an acceptable level. Additional duties of the job can be seen below AND in the Job Description The Secretary of State has approved the partnership between St Helens Knowsley and Southport Ormskirk Hospitals. From 1stJuly we have come together as a single organisation under the name Mersey West Lancashire Teaching Hospitals NHS Trust. The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport Formby, St Helens, Ormskirk and Newton hospitals. The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales. Our Vision is to deliver 5 Star Patient Care: CARE that is evidence based, high quality and compassionate ​​​​​​SAFETY that is of the highest standards COMMUNICATION that is open, inclusive and respectful SYSTEMS that are efficient, patient centred and reliable PATHWAYS that are best practice and embedded, but also respect the individual needs of patients Our achievements include: Trust rated Outstanding by CQC Inspection August 2018 Top 100 places to work in the NHS (NHS Employers Health Service Journal) Awarded National Preceptorship Accreditation (2023) for our Nursing AHP Preceptorship Programme Please see our Wellbeing Benefits booklet for more information on our staff benefits. Accessible version available upon request. KEY DUTIES To organise and manage the diaries of the Assistant Director, Directorate Managers Head of Quality and Matrons providing a first class secretarial service and ensuring their daily workload and priorities are met. Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance. To co-operate with the introduction of new Take minutes at senior management meetings, type and distribute electronic or hard copies within a given time frame, ensuring the dissemination of information requested at meetings. To maintain appointments and diary management, implementing bring forward systems, arranging venues, speakers, travel and accommodation, ensuring timely and efficient communication. To act as a point of contact within the Care Group, Trust and to external users ensuring that communication links are maintained at all times. To produce and circulate rota’s as requested by the Care Group Management Team. Including liaising with all levels of staff, internally and externally. Search the intranet and internet for particular policies and guidelines as requested by the Care Group Management Team. Working as a team to ensure that adequate stationary and relevant stocks within the department are kept to an acceptable level. Produce high quality letters and reports using detailed knowledge of software packages such as Microsoft Office, Word, Excel, Access and PowerPoint. To co-ordinate additional activity payments for relevant specialities and ensure signed off appropriately with Manager. Maintenance of annual leave and sickness records for Senior Management and Nursing Staff as required by the Management Team. Taking receipt of recording of travel claims and preparation of Staff Variation Lists (SVL) and ensure that ESR is kept up to date in real time. Prepare Human Resources administration as necessary, including staff change of details forms, variation forms, manpower, orientation programmes appropriately. Co-ordinate and monitor compliance with mandatory training and appraisal activity for the Care Group and reporting compliance. To undertake tasks delegated by the Managers to assist in meeting activity targets and delivering Key Performance Indicators, ensuring deadlines are met. Provide administrative and secretarial support to all Managers/Matrons within the Department and Trust in the absence of her/his secretary. Work collaboratively with other members of the senior management administrative and clerical team to ensure that the department always runs effectively. Respond to requests for information from service users and others who call the department, in person or by telephone, with tact and sensitivity. Give appropriate non- clinical advice and refer on to the most suitable person, ensuring that all queries are followed up as soon as possible. Maintain accurate and efficient records, manage filing, and brought forward systems. Suggest and implement new and improved systems and ways of working where this will improve efficiency and effectiveness. Deal effectively with mail, e-mails, telephone enquiries and facsimiles from within and outside of the Trust, communicating all relevant information to the Manager/Matron as Ensure complaints are investigated in accordance with Trust Directive. To assist senior members of staff and all wards in ensuring targets are achieved. To provide day-to-day guidance to all staff involved in complaints handling. To work closely with Senior Members of the Care Groups and Complaints Co- Ordinator’s and follow up statements daily with all disciplines of the Trust. Deal with telephone complaints appropriately. Ensure that any correspondence and communication is recorded in real time on the Datix system for all complaints and telephone calls. Ensure that matters of a confidential nature, including information relating to staff and patients, are not divulged to any unauthorised person. Take part in the Trust appraisal process, agreeing objectives and a personal development plan on a yearly basis. Attend mandatory training and maintain up to date administrative and secretarial skills. Partake in any training that may be recommended in terms of personal development. Copy typing or audio typing as appropriate within the role and assist with typing of clinics as directed by the Administration Services Manager or Directorate Manager. Retrieval of case sheets from Records Department as and when required by Manager and also accessing the Trust’s Medway database for patient details as and when Deal with patient enquiries from anxious callers and pass on information either verbally or written.