Job Summary
Join Our Dynamic Urgent Care Team!
Are you an organised, proactive, and people-focused individual looking for an exciting new opportunity? Our dedicated and vibrant Urgent Care Division at Worcestershire Acute Hospitals NHS Trust is looking for a Personal Assistant to the Urgent Care Matrons for 18.5 hours per week.
In this role, you'll provide vital support to our three Matrons at Worcester Royal Hospital, helping to ensure the smooth running of our fast-paced and essential services. This is a fantastic opportunity to develop your administrative and interpersonal skills while making a real difference in patient care.
It's an exciting time to join our Trust, and we're looking for an enthusiastic and ambitious individual to be part of our ongoing journey of improvement. If you're ready to take on a role where no two days are the same and where your contribution truly matters, we'd love to hear from you!
For further enquiries, please contact: Sophie Page on or 01905 763333, extension 30671.
Main duties of the job
1. To assist Matrons in coordinating administrative work across Urgent Care.
2. Diary management of Matrons highlighting conflicting appointments.
3. Filing paper and electronically, including establishing and setting up systems as necessary.
4. To use eroster to view Matrons and Ward Managers off duty for information.
5. To cascade/share information to staff as appropriate.
6. To deal with face to face/telephone enquiries ensuring they are dealt with efficiently and professionally passed on as appropriate.
7. Initiate responses to correspondence and undertake appropriate follow-up action.
8. To book venues for meetings with equipment and hospitality as appropriate.
9. Preparation of agenda, attendance of meetings, production of minutes and manage action logs as appropriate.
10. To assist Matrons in collecting documentation, evidence and statements to formulate a response to complaints or extreme incidents.
11. To assist with IT requests for new members of staff.
12. As and when required, during incidents, provide loggist support to Matrons ensuring decision and actions are documented.
13. Ensure the timely collection of information to support routine reports.
14. Use the Datix system uploading compliments and retrieving data re: incidents.
15. To maintain personal files of Ward Managers and Ward Administrators ensuring they are kept up to date.
16. Use of Xerox system - ordering of documentation or goods requiring specific print/literature.
About Us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester.
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our Objectives Are Simple:
* Best services for local people
* Best experience of care and best outcomes for our patients
* Best use of resources
* Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Date posted
13 March 2025
Pay scheme
Agenda for change
Band
Band 4
Salary
£26,530 to £29,114 a year
Contract
Permanent
Working pattern
Part-time, Flexible working
Reference number
C9365-25-0082
Job locations
Charles Hastings Way
Worcester
Worcestershire
WR5 1DD
Person Specification
Qualifications
Essential
* GCSE C or equivalent in Maths and English Language
Desirable
* Medical Administration NVQ level 3
Personal Qualities
Essential
* Able to work the required hours/working pattern
* Understanding confidential nature of post
* Ability to work as part of a team
* Appearance and dress appropriate to role
* Appreciation of good practice in relation to health and safety in the office
* Innovative approach to problem solving
* Access to own transport to fulfil any travel requirements of the post.
* Positive attitude to change
Desirable
* Self motivation
* Highly professional
* Excellent communicator
Experience
Essential
* A minimum of 1 year in a senior administrative role
* Experience in establishing and maintaining office systems
* Minute taking
* Drafting correspondence and reports
* Supervisory skills
Desirable
* Audio typewriting skills
* Shorthand
Skills/Knowledge
Essential
* Working knowledge of Microsoft Office in particular, Word, Excel and Powerpoint
* General office skills including filing, scanning, operating fax, photocopying, diary management, setting up meetings
* Effective telephone/communication skills
* Attention to detail/methodical
* Ability to form effective and appropriate working relationships
* Ability to prioritise a diverse workload on a daily basis
* Ability to work unsupervised
* Ability to use initiative within defined parameters dealing with queries that may involve exercising judgement based on knowledge.
* Organisation skills
* Time management skills
* Professional communication with members of the public, outside organisations and staff at all levels
* Able to meet tight deadlines
* Ability to generate written correspondence which is concise and accurate
Desirable
* Have an understanding of the basic principles around employment policies and procedures, eg initiation of Approval to recruit, sickness, HR e-forms, maternity leave, flexible working, Adoption leave.
* Knowledge of Iproc, Datix, DBS system, NHS jobs, Xerox, Eroster, Oasis, EZ Notes
* Previous NHS experience
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.
Employer details
Employer name
Worcestershire Acute Hospitals NHS Trust
Address
Charles Hastings Way
Worcester
Worcestershire
WR5 1DD
Employer's website
https://www.worcsacute.nhs.uk/ (Opens in a new tab) #J-18808-Ljbffr