Job summary The Emergency Division are looking for a creative, dynamic individual who has significant previous experience of working as a Personal Assistant and is able to bring their knowledge, skills and experience to support a busy division. The post holder will be highly organised, practical, reliable and efficient and will have a flexible approach to their role, working on their own initiative as well as working effectively as part of the wider divisional team. Duties will include proactive forward planning, fielding emails and telephone calls, diary management, committee management (agenda setting, minute taking, follow-up etc.), and typing of reports/ presentations for committees/ board level meetings. You will be responsible for a portfolio of meetings. To be successful in this challenging but rewarding role, you will thrive on pressure and have the drive and courage to solve problems. The post holder will be diplomatic with highly developed communication skills and the ability to engage with a range of stakeholders. Main duties of the job To provide a comprehensive high level of administrative support to the ACOO and Divisional Management Team. The post holder will be a key member of the divisional management team and will be required to complete a range of duties. To manage committees, meetings and groups for the Divisional Management Team. The role requires liaison with all stakeholders involved in the delivery of elective and emergency activity. Regular attendance at meetings will be required. To work flexibly as a member of the Divisional Management team, covering colleagues as and when required to ensure smooth, efficient and effective Divisional Support Services. About us Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work. We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core. Date posted 23 January 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year Per annum Contract Permanent Working pattern Full-time Reference number 203-EM618 Job locations Warwick Warwick CV34 5BW Job description Job responsibilities Key Result Areas In conjunction with the Service Manager and General Manager help arrange short notice theatre list cover, on-calls etc during periods of sickness, and communicate changes to relevant personnel. Reallocating specific duties as required maintaining service cover. Working with the Service Manager and General Manager to authorise and record annual leave, study leave and professional leave. Authorised signatory for Health Roster. Ensure sickness absence is recorded, reported and managed appropriately. Provide a full range of administrative support to both the Service Manager and General Manager. Work with Management to oversee the effective management of the PTLs and RTT breaches cancer pathway, advising on additional capacity and help arrange this. Under the supervision of Management, liaise with consultants to arrange extra sessions and arrange cover for gaps in rotas where required. Support Management in collating data to enable them to produce reports on a regular basis to establish the Trust position against nationally set targets Learn to become proficient at collating audit data and presenting these findings in suitable format within specified deadlines. Co-ordinate bookings for study days. Help co-ordinate responses to complaints with the support of Management ensuring that the investigation report is completed by the service deadline. Help co-ordinate responses to incidents on Datix and formulate appropriate conclusions with the help of Management. Support Management in keeping up to date the local risk registers. Provide the PA role to the ACOO including: Manage the ACOOs diary Meeting arrangements Plan and make arrangements for large meetings and seminars, liaising with internal and external staff to book venues, arrange programmes and speakers. Negotiate costs, ensuring the event stays within set budget. Attend the event to ensure its smooth running, where appropriate. Communication Answer telephone calls from members of the public, members of Parliament, representatives from the media and external organisations, providing general non-clinical information about the Trust or directing the caller more appropriately. Greet visitors to the department in a professional and courteous manner. Offer hospitality as required. Document production There is a regular requirement to produce accurate and professional documentation, in line with corporate style, including letters, reports, presentations, and minutes or notes of meetings. This includes advanced use of IT packages including Word, Excel, Outlook and PowerPoint. Record systems Set up and maintain records for sickness and holiday absence of staff reporting to the ACOO. Manage and maintain effective filing and bring forward systems. Ordering Responsible for maintaining stationery stocks and ordering supplies. General office duties including photocopying and reception duties. Management of committees, meetings and groups To manage the arrangements for specific committees in line with agreed protocols, including: Arranging the annual schedule of meetings, in discussion with the ACOO or Chair, along with an annual plan of business scheduled for those meetings. Meeting with Chairs and appropriate Managers prior to each Committee meeting, to draw up the agenda and agree timings. Ensuring reports are received within agreed deadlines, liaising with Trust and external staff as required. Communicating effectively with all Committee members, and circulating agenda and supporting papers in line with agreed protocols. Be comfortable taking both formal minutes and action and prepare draft minutes within 10 working days for approval by the Committee Chair. Taking responsibility for progressing action items from meetings, liaising with ACOO, general managers and other staff, to ensure up to date position statements are available for following meetings. Taking responsibility for ensuring governance requirements for the Committee are met in line with the Committees terms of reference. Events Organise Divisional events including Divisional AGM, Cancer Summits, CIP planning workshops Ensure venues are booked and catering is appropriate Ensure that people are properly informed and issues escalated to ACOO as necessary Administrative and Support Service to the Divisional Management Team Work with other members of the Divisional Management Team to provide administrative and support service when required to the General Managers, Service Managers, including the following: Record systems Manage and maintain relevant rotas on Healthroster on behalf of ACOO to ensure information is accurate and up-to-date. Responsible for maintaining information for eExpenses. Ensuring documentation is checked and confirmed as appropriate. Values The post-holder is expected to promote South Warwickshire NHS Trusts vision: To provide high quality, clinically and cost effective local healthcare services that meet the needs of our patients and the population that we serve. The post-holder is expected to work in a way that observes the Code of Conduct for NHS Managers as well as following the Trusts world class care standards of behaviour. Performance Management Support the infrastructure which measures performance within the services(including RTT reports, waiting lists, outpatient new to follow up ratios, and follow ups over threshold, diagnostic treatment status). Work with Management and stakeholders in the Patient Access Team to ensure data validation is completed to achieve required national and local RTT targets and milestones. Work across the division under supervision to ensure that the emergency access standards are consistently met for all patients. Work with Management, the complaints team and other relevant stakeholders to support effective complaint responses within the directorate. Collate necessary responses and provide these to Management to enable them to respond and monitor the process. Work with Management to monitor activity levels including outpatients, diagnostics and inpatients across allocated specialities. Support Management to help ensure that all activity is accurately and fully coded thereby ensuring income is maximised and outpatient treatment status recorded for RTT measurement. Participate in monitoring and maintaining compliance with relevant CQC/NHSE standards. Strategy and Business Planning To understand departmental policies, procedures and requirements, and to make appropriate judgements and allocations accordingly. Take part in divisional planning events as instructed by Management, working with clinicians to help deliver trust and divisional targets such as CIP targets and specialty level objectives. Financial Budgetary Management To work within delegated budgets effectively. To collate data for Management using service line reporting to support and inform financial management. To help Management monitor CIPs with their respective service teams. Quality/Governance corporate and clinical, patient feedback Participate in monitoring and maintaining compliance with relevant CQC standards. Contribute to the achievement of CQUINs relevant to the division. Support Management in effectively responding to appropriate incidences and complaints. Advise on changes to Procedures following patient complaints, which may impact on other areas. Promote the corporate and clinical governance frameworks within the division. To represent the Service Manager as required. Job description Job responsibilities Key Result Areas In conjunction with the Service Manager and General Manager help arrange short notice theatre list cover, on-calls etc during periods of sickness, and communicate changes to relevant personnel. Reallocating specific duties as required maintaining service cover. Working with the Service Manager and General Manager to authorise and record annual leave, study leave and professional leave. Authorised signatory for Health Roster. Ensure sickness absence is recorded, reported and managed appropriately. Provide a full range of administrative support to both the Service Manager and General Manager. Work with Management to oversee the effective management of the PTLs and RTT breaches cancer pathway, advising on additional capacity and help arrange this. Under the supervision of Management, liaise with consultants to arrange extra sessions and arrange cover for gaps in rotas where required. Support Management in collating data to enable them to produce reports on a regular basis to establish the Trust position against nationally set targets Learn to become proficient at collating audit data and presenting these findings in suitable format within specified deadlines. Co-ordinate bookings for study days. Help co-ordinate responses to complaints with the support of Management ensuring that the investigation report is completed by the service deadline. Help co-ordinate responses to incidents on Datix and formulate appropriate conclusions with the help of Management. Support Management in keeping up to date the local risk registers. Provide the PA role to the ACOO including: Manage the ACOOs diary Meeting arrangements Plan and make arrangements for large meetings and seminars, liaising with internal and external staff to book venues, arrange programmes and speakers. Negotiate costs, ensuring the event stays within set budget. Attend the event to ensure its smooth running, where appropriate. Communication Answer telephone calls from members of the public, members of Parliament, representatives from the media and external organisations, providing general non-clinical information about the Trust or directing the caller more appropriately. Greet visitors to the department in a professional and courteous manner. Offer hospitality as required. Document production There is a regular requirement to produce accurate and professional documentation, in line with corporate style, including letters, reports, presentations, and minutes or notes of meetings. This includes advanced use of IT packages including Word, Excel, Outlook and PowerPoint. Record systems Set up and maintain records for sickness and holiday absence of staff reporting to the ACOO. Manage and maintain effective filing and bring forward systems. Ordering Responsible for maintaining stationery stocks and ordering supplies. General office duties including photocopying and reception duties. Management of committees, meetings and groups To manage the arrangements for specific committees in line with agreed protocols, including: Arranging the annual schedule of meetings, in discussion with the ACOO or Chair, along with an annual plan of business scheduled for those meetings. Meeting with Chairs and appropriate Managers prior to each Committee meeting, to draw up the agenda and agree timings. Ensuring reports are received within agreed deadlines, liaising with Trust and external staff as required. Communicating effectively with all Committee members, and circulating agenda and supporting papers in line with agreed protocols. Be comfortable taking both formal minutes and action and prepare draft minutes within 10 working days for approval by the Committee Chair. Taking responsibility for progressing action items from meetings, liaising with ACOO, general managers and other staff, to ensure up to date position statements are available for following meetings. Taking responsibility for ensuring governance requirements for the Committee are met in line with the Committees terms of reference. Events Organise Divisional events including Divisional AGM, Cancer Summits, CIP planning workshops Ensure venues are booked and catering is appropriate Ensure that people are properly informed and issues escalated to ACOO as necessary Administrative and Support Service to the Divisional Management Team Work with other members of the Divisional Management Team to provide administrative and support service when required to the General Managers, Service Managers, including the following: Record systems Manage and maintain relevant rotas on Healthroster on behalf of ACOO to ensure information is accurate and up-to-date. Responsible for maintaining information for eExpenses. Ensuring documentation is checked and confirmed as appropriate. Values The post-holder is expected to promote South Warwickshire NHS Trusts vision: To provide high quality, clinically and cost effective local healthcare services that meet the needs of our patients and the population that we serve. The post-holder is expected to work in a way that observes the Code of Conduct for NHS Managers as well as following the Trusts world class care standards of behaviour. Performance Management Support the infrastructure which measures performance within the services(including RTT reports, waiting lists, outpatient new to follow up ratios, and follow ups over threshold, diagnostic treatment status). Work with Management and stakeholders in the Patient Access Team to ensure data validation is completed to achieve required national and local RTT targets and milestones. Work across the division under supervision to ensure that the emergency access standards are consistently met for all patients. Work with Management, the complaints team and other relevant stakeholders to support effective complaint responses within the directorate. Collate necessary responses and provide these to Management to enable them to respond and monitor the process. Work with Management to monitor activity levels including outpatients, diagnostics and inpatients across allocated specialities. Support Management to help ensure that all activity is accurately and fully coded thereby ensuring income is maximised and outpatient treatment status recorded for RTT measurement. Participate in monitoring and maintaining compliance with relevant CQC/NHSE standards. Strategy and Business Planning To understand departmental policies, procedures and requirements, and to make appropriate judgements and allocations accordingly. Take part in divisional planning events as instructed by Management, working with clinicians to help deliver trust and divisional targets such as CIP targets and specialty level objectives. Financial Budgetary Management To work within delegated budgets effectively. To collate data for Management using service line reporting to support and inform financial management. To help Management monitor CIPs with their respective service teams. Quality/Governance corporate and clinical, patient feedback Participate in monitoring and maintaining compliance with relevant CQC standards. Contribute to the achievement of CQUINs relevant to the division. Support Management in effectively responding to appropriate incidences and complaints. Advise on changes to Procedures following patient complaints, which may impact on other areas. Promote the corporate and clinical governance frameworks within the division. To represent the Service Manager as required. Person Specification Qualifications Essential Education to degree level in relevant subject or equivalent. Diploma in administrative practice or business management or equivalent knowledge. Desirable Advanced ECDL or high level expertise in Microsoft applications Experience Essential Previous relevant experience as a departmental administrator or PA Previous experience of working in the NHS with exposure to medical staffing issues. Desirable Experience of managing complex medical staff rotas. Line Management experience. Skills Essential Demonstrates a good knowledge and understanding of the current issues in medical staffing. Can show understanding of how the NHS works. Able to effectively use and interpret medical terminology. Able to think through practical implications of evolving IT software including ability to suggest improvements, identify problems and offer solutions. Communicates effectively with a wide range of stakeholder at all levels of the organisation including General Managers and Consultants Ability to receive complex information, verbal or written, and take the necessary actions or put appropriate procedures in place. Develop persuasive and negotiating skills to operate effectively with Consultants, General Managers and senior staff. Able to demonstrate well developed interpersonal skills to overcome barriers to acceptance, resistance or understanding when dealing with sensitive or complex issues. Desirable Ability to participate in management of complex rotas involving administrative and medical staff. Personal Qualities Essential Tactful and diplomatic Adaptable and flexible Organised, professional and punctual Ability to work and communicate with people at all levels Team player Ability to concentrate for prolonged periods Ability to deal with unpredictable workload and frequent interruptions High degree of discretion and initiative An effective team member able to prioritise, meet deadlines and work on own initiative in a challenging and demanding environment Ability to concentrate for prolonged periods. Workload is heavy and frequently unpredictable dependent on emerging urgent issues and interruptions. Occasional need to communicate sensitive information or deal with challenging individual behaviours. Other Job Requirements Essential Good personal presentation Good attendance record Flexibility in working hours Ability to independently travel (car driver) Person Specification Qualifications Essential Education to degree level in relevant subject or equivalent. Diploma in administrative practice or business management or equivalent knowledge. Desirable Advanced ECDL or high level expertise in Microsoft applications Experience Essential Previous relevant experience as a departmental administrator or PA Previous experience of working in the NHS with exposure to medical staffing issues. Desirable Experience of managing complex medical staff rotas. Line Management experience. Skills Essential Demonstrates a good knowledge and understanding of the current issues in medical staffing. Can show understanding of how the NHS works. Able to effectively use and interpret medical terminology. Able to think through practical implications of evolving IT software including ability to suggest improvements, identify problems and offer solutions. Communicates effectively with a wide range of stakeholder at all levels of the organisation including General Managers and Consultants Ability to receive complex information, verbal or written, and take the necessary actions or put appropriate procedures in place. Develop persuasive and negotiating skills to operate effectively with Consultants, General Managers and senior staff. Able to demonstrate well developed interpersonal skills to overcome barriers to acceptance, resistance or understanding when dealing with sensitive or complex issues. Desirable Ability to participate in management of complex rotas involving administrative and medical staff. Personal Qualities Essential Tactful and diplomatic Adaptable and flexible Organised, professional and punctual Ability to work and communicate with people at all levels Team player Ability to concentrate for prolonged periods Ability to deal with unpredictable workload and frequent interruptions High degree of discretion and initiative An effective team member able to prioritise, meet deadlines and work on own initiative in a challenging and demanding environment Ability to concentrate for prolonged periods. Workload is heavy and frequently unpredictable dependent on emerging urgent issues and interruptions. Occasional need to communicate sensitive information or deal with challenging individual behaviours. Other Job Requirements Essential Good personal presentation Good attendance record Flexibility in working hours Ability to independently travel (car driver) Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name South Warwickshire University NHS Foundation Trust Address Warwick Warwick CV34 5BW Employer's website https://www.swft.nhs.uk/ (Opens in a new tab)