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, youll 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. Its an exciting time to join our Trust, and were looking for an enthusiastic and ambitious individual to be part of our ongoing journey of improvement. If youre ready to take on a role where no two days are the same and where your contribution truly matters, wed love to hear from you For further enquiries, please contact: Sophie Page on sophie.pagenhs.net or 01905 763333, extension 30671. Main duties of the job To assist Matrons in coordinating administrative work across Urgent Care Diary management of Matrons highlighting conflicting appointments. Filing paper and electronically, including establishing and setting up systems as necessary To use eroster to view Matrons and Ward Managers off duty for information To cascase/share information to staff as appropriate To deal with face to face/telephone enquiries ensuring they are dealt with efficiently and professionally passed on as appropriate Initiate responses to correspondence and undertake appropriate follow-up action To book venues for meetings with equipment and hospitality as appropriate Preparation of agenda, attendance of meetings, production of minutes and manage action logs as appropriate To assist Matrons in collecting documentation, evidence and statements to formulate a response to complaints or extreme incidents To assist with IT requests for new members of staff. As and when required, during incident, provide loggist support to Matrons ensuring decision and actions are documented Ensure the timely collection of information to support routine reports. Use the Datix system uploading compliments and retrieving data re: incidents. To maintain personal files of Ward Managers and Ward Administrators ensuring they are kept up to date. 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 Job description Job responsibilities To assist Matrons in coordinating administrative work across Urgent Care Diary management of Matrons highlighting conflicting appointments. Filing paper and electronically, including establishing and setting up systems as necessary To use eroster to view Matrons and Ward Managers off duty for information To cascase/share information to staff as appropriate To deal with face to face/telephone enquiries ensuring they are dealt with efficiently and professionally passed on as appropriate Initiate responses to correspondence and undertake appropriate follow-up action To book venues for meetings with equipment and hospitality as appropriate Preparation of agenda, attendance of meetings, production of minutes and manage action logs as appropriate To ensure that appropriate documents/papers are available for meetings To assist Matrons in collecting documentation, evidence and statements to formulate a response to complaints or extreme incidents To assist with IT requests for new members of staff. As and when required, during incident, provide loggist support to Matrons ensuring decision and actions are documented To undertake/coordinate administrative tasks as required by the Matron collating data information, audit forms. To set up electronic office systems to co-ordinate data/audit data for collection to assist the Divisional management team. Ensure the timely collection of information to support routine reports. Use the Datix system uploading compliments and retrieving data re: incidents. To keep all policies & procedures up to date and filed or be able to locate them on the intranet. To ensure that staff within the division receive copies and updates of Human Resources Policies/Procedures and Corporate Policies and Procedures, as appropriate. To maintain personal files of Ward Managers and Ward Administrators ensuring they are kept up to date. Using the Iproc system to purchase stationery supplies for the office ensuring that appropriate stock levels are maintained and invoices are receipted on the system in a timely manner. Order non stock goods/services for ward areas as directed. Use of Xerox system - ordering of documentation or goods requiring specific print/literature. To action Workforce notifications as appropriate. To complete any necessary commencement, change or termination forms for staff, liasing with Payroll office, Eroster, ESR and workforce team concerning any staff queries. To liase closely with all relevant staff to ensure all appropriate minutes/communications are circulated correctly and appropriately maintaining electronic files. To show a flexible approach in a changing, demanding environment which has an unpredictable workload. To liase with HR Officers to assist with long term sickness and investigatory documentation and any other relevant tasks required for pending cases To assist with staff development reviews - keeping a log of PDR dates of ward managers, providing Matrons with paperwork and complete online submission form to confirm completion. To establish procedures for the induction of new staff To assist the Matron in the recruitment and selection of all staff in accordance with Trust policies and procedures. Supporting the recruitment process of new staff from raising Approval to Recruit using Rekrutimi, uploading job descriptions, person specifications and adverts. Inviting candidates to interview via the NHS jobs system. For the successful candidates - completing Disclosure and Barring (DBS) checks using the online DBS portal and completing right to work checks, ensuring all clearances have been received prior to employment. To undertake other duties as and when required due to changing demands of the service/department as instructed by the line manager. General Duties: To liaise with all multi disciplinary teams to ensure requests for maintenance of office and IT equipment, office moves and other similar matters are actioned. To ensure that adequate supplies exist of stationary equipment. To be aware of and keep abreast of Health and Safety issues relating to office environment. Job description Job responsibilities To assist Matrons in coordinating administrative work across Urgent Care Diary management of Matrons highlighting conflicting appointments. Filing paper and electronically, including establishing and setting up systems as necessary To use eroster to view Matrons and Ward Managers off duty for information To cascase/share information to staff as appropriate To deal with face to face/telephone enquiries ensuring they are dealt with efficiently and professionally passed on as appropriate Initiate responses to correspondence and undertake appropriate follow-up action To book venues for meetings with equipment and hospitality as appropriate Preparation of agenda, attendance of meetings, production of minutes and manage action logs as appropriate To ensure that appropriate documents/papers are available for meetings To assist Matrons in collecting documentation, evidence and statements to formulate a response to complaints or extreme incidents To assist with IT requests for new members of staff. As and when required, during incident, provide loggist support to Matrons ensuring decision and actions are documented To undertake/coordinate administrative tasks as required by the Matron collating data information, audit forms. To set up electronic office systems to co-ordinate data/audit data for collection to assist the Divisional management team. Ensure the timely collection of information to support routine reports. Use the Datix system uploading compliments and retrieving data re: incidents. To keep all policies & procedures up to date and filed or be able to locate them on the intranet. To ensure that staff within the division receive copies and updates of Human Resources Policies/Procedures and Corporate Policies and Procedures, as appropriate. To maintain personal files of Ward Managers and Ward Administrators ensuring they are kept up to date. Using the Iproc system to purchase stationery supplies for the office ensuring that appropriate stock levels are maintained and invoices are receipted on the system in a timely manner. Order non stock goods/services for ward areas as directed. Use of Xerox system - ordering of documentation or goods requiring specific print/literature. To action Workforce notifications as appropriate. To complete any necessary commencement, change or termination forms for staff, liasing with Payroll office, Eroster, ESR and workforce team concerning any staff queries. To liase closely with all relevant staff to ensure all appropriate minutes/communications are circulated correctly and appropriately maintaining electronic files. To show a flexible approach in a changing, demanding environment which has an unpredictable workload. To liase with HR Officers to assist with long term sickness and investigatory documentation and any other relevant tasks required for pending cases To assist with staff development reviews - keeping a log of PDR dates of ward managers, providing Matrons with paperwork and complete online submission form to confirm completion. To establish procedures for the induction of new staff To assist the Matron in the recruitment and selection of all staff in accordance with Trust policies and procedures. Supporting the recruitment process of new staff from raising Approval to Recruit using Rekrutimi, uploading job descriptions, person specifications and adverts. Inviting candidates to interview via the NHS jobs system. For the successful candidates - completing Disclosure and Barring (DBS) checks using the online DBS portal and completing right to work checks, ensuring all clearances have been received prior to employment. To undertake other duties as and when required due to changing demands of the service/department as instructed by the line manager. General Duties: To liaise with all multi disciplinary teams to ensure requests for maintenance of office and IT equipment, office moves and other similar matters are actioned. To ensure that adequate supplies exist of stationary equipment. To be aware of and keep abreast of Health and Safety issues relating to office environment. 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 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)