Personal Assistant and Governance Manager-Pharmacy
NHS AfC: Band 5
Main area: Pharmacy
Grade: NHS AfC: Band 5
Contract: Permanent
Hours: Part time - 33 hours per week
Job ref: 361-6729998
Site: Lister Hospital
Town: Stevenage
Salary: £29,970 - £36,483 per annum (pro rata)
Salary period: Yearly
Closing: 29/11/2024 23:59
Interview date: 12/12/2024
Here at East and North Hertfordshire NHS Trust,
Our mission is:
Providing high-quality, compassionate care for our communities
Our vision to 2030 is:
To be trusted to provide consistently outstanding care and exemplary service
Job overview
We are recruiting for a Personal Assistant and Governance Manager who shares our vision to be trusted to provide consistently outstanding care and exemplary service to our patients.
You will be instrumental in providing professional, proactive, and flexible support to the Chief Pharmacist, offering a range of administrative and business support services to ensure the efficient and professional running of the key responsibilities which include managing the governance processes for policies, guidelines, and PGDs.
The post holder will offer effective day-to-day management of the Chief Pharmacist and Head of Clinical Services office; apply excellent judgement, discretion, and initiative, combined with excellent organisation, prioritisation, and analytical skills.
You will be responsible for maintaining and managing the diaries, using initiative and your own judgement to prioritise the work schedule in accordance with changing priorities.
Main duties of the job
To provide confidential and comprehensive support to the Chief Pharmacist incorporating secretarial, administrative, and clerical support to the Deputy Chief Pharmacist and Senior Clinical Team.
The role will involve organising stakeholder events, creating reports, drawing up action plans, preparing presentations, and producing policies to support the Chief Pharmacist. This will require a high level of confidentiality, proactive forward planning, and autonomous working within a highly demanding and pressurised environment.
To be the Department Health and Safety Competent Person, responsible for risk assessments.
To be responsible for updating Patient Group Directions (PGDs) for presentation at the Therapeutics Policy Committee meetings, liaising with the Chief Pharmacist and Lead Nurse Specialists, ensuring that each PGD has been updated accurately. You will keep a database of all PGDs, alerting the Chief Pharmacist when PGDs are due for review.
Working for our organisation
At East and North Hertfordshire NHS Trust, we are proud of the range of general and specialist services we provide. Our dedicated staff ensures our patients get the best care, and we are committed to a positive work-life balance for our employees.
We run the following hospitals:
* The Lister Hospital, Stevenage
* New Queen Elizabeth II (New QEII), Welwyn Garden City
* Hertford County, Hertford
We are committed to equality, diversity, and inclusion for all job applicants, staff, patients, and the wider community. We want to create a workforce that represents the communities we serve.
Detailed job description and main responsibilities
Please see the attached Job Description and Person Specification applicant pack for further detailed information regarding this role.
Person specification
Experience
* Substantial experience in use of Microsoft 365
* Experience of working to tight deadlines and under pressure
* Experience of managing and prioritising a heavy workload
* Substantial experience of supporting a Director or equivalent senior level in a personal assistant role
* Strong experience in liaising/negotiating with senior team members from internal departments and external stakeholders
* Experience of preparing reports and taking and producing formal minutes, together with preparing agendas and distribution of associated papers.
* Ability to analyse numerical and written data and collate from multiple sources
* Substantial work experience in a relevant post
* Experience of working in the NHS
Skills
* Able to work as part of a team and establish good working relationships at all levels
* Advanced knowledge of IT systems including a comprehensive working knowledge of Microsoft 365 incorporating Word, Excel, Teams, Outlook, Access, and PowerPoint
* Able to arrange and minute meetings
* Able to work on own initiative, organising and prioritising own and other workloads to changing and often tight deadlines
* Excellent workplace organisational and problem-solving skills
Knowledge
* Knowledge of various software packages including Microsoft 365, Q-Pulse, Oracle, Qlikview, and Allocate Health Roster
* Knowledge of NHS Policies
* Data Protection Act
Qualifications
* Able to demonstrate a good level of general education to GCSE Grade C or above in Maths and English
* NVQ level 3 (Administration) or RSA Level 3 or equivalent or proven ability and/or experience to perform at this level
* Experience of maintaining and updating intranet/web pages
Our values
We want our staff to believe in, demonstrate, and live our values in everything we do.
Include
We value the diversity and experience of our community colleagues and partners, creating relationships and climates that provide an opportunity to share, collaborate, and grow together.
Respect
We create a safe environment where we are curious of the lived experience of others, seek out best practices, and are open to listening and hearing new ideas.
Improve
We are committed to consistently delivering excellent services and continuously looking to improve through a creative workforce that feels empowered to act in service of our shared purpose.
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