Job summary
An opportunity has arisen for a post within the Division of Medicine as a Divisional PA to support the Divisional Management team. This is an exciting opportunity for an experienced secretary to join our Divisional will be required to support the Divisional Medical Director and a range of Divisional Managers in meetings, taking minutes, drafting agendas and diary management plus a variety of other secretarial flexible and proactive approach will be required. You will work alongside and in conjunction with 5 other Divisional Secretaries / Personal Assistants to ensure the smooth running of the Divisional Secretariat.
Please note candidates are required to present original certificates for qualifications at interview stage.
Main duties of the job
Provide a full range of administrative secretarial support to the Divisional Medical Director and a range of Divisional Managers along with other Directorate Managers if required such as sickness absence cover
Providing a complete PA service including answering of incoming telephone traffic, word processing, preparation of agendas and minute taking, filing, audio typing, photocopying and the composition of letters. Preparation of responses and requests for the Divisional Medical Director and a range of Divisional Managers and designated medical staff as appropriate.
Distributing and prioritising incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.
Undertaking administrative work at the request of the Divisional Medical Director and a range of Divisional Managers.
Providing the first point of contact for written and telephone enquiries, some of which may be sensitive, on behalf of the Divisional Medical Director and a range of Divisional Managers, using judgement to establish the validity and priority of the contact.
Organising and co-ordinate divisional and system wide team meetings, arrange venue and take minutes where appropriate for meetings requested by the Divisional Directors of Nursing.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
Job description
Job responsibilities
Planning and Organisational Duties
1. Provide a full range of administrative secretarial support to the Divisional Medical Director and a range of Divisional Managers team, as required such as sickness absence cover
2. Providing a complete PA service including answering of incoming telephone traffic, word processing, preparation of agendas and minute taking, filing, audio typing, photocopying and the composition of letters. Preparation of responses and requests for the Divisional Medical Director and a range of Divisional Managers and designated medical staff as appropriate.
3. Distributing and prioritising incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.
4. Undertaking administrative work at the request of the Divisional Medical Director and a range of Divisional Managers
5. Providing the first point of contact for written and telephone enquiries, some of which may be sensitive, on behalf of the Divisional Medical Director and a range of Divisional Managers using judgement to establish the validity and priority of the contact.
6. When notified of leave, ensure appropriate action is taken with regard to re-evaluating/rescheduling appointments in Divisional Medical Director and a range of Divisional Managers diary where appropriate.
7. Maintaining close working relationships between within the Divisional Medical Director and a range of Divisional Managers
8. Organising and co-ordinate divisional and system wide team meetings, arrange venue and take minutes where appropriate for meetings requested by the Divisional Medical Director and a range of Divisional Managers
9. Ensuring timely responses to reports and papers.
10. Introducing and implementing new practices to enhance service development, developing protocols and procedures for improved administrative support.
11. Maintaining a diary of appointments and information relevant to Divisional Medical Director and a range of Divisional Managers
12. Ensuring accurate and up-to-date information for the Trust
13. Support attendance management process once referred to Divisional Medical Director and a range of Divisional Managers, arranging meetings and distributing letters of concern when requested.
14. Support and monitor annual job planning progress.
15. Act as a first point of contact for all communications internally and externally to the Divisional Medical Director and a range of Divisional Managers prioritising all such communications as appropriate, including sensitive and confidential issues.
16. Action work on own initiative without direct supervision, address and redirect, where appropriate, queries that would otherwise have to be handled by the Divisional Medical Director and a range of Divisional Managers. This will include drafting letters and memos as appropriate.
17. Work flexibly as an admin support team to the Divisional Medical Director and a range of Divisional Managers to maintain an efficient service especially in times of absence, annual and sickness leave.
18. Support Divisional Medical Director and a range of Divisional Managers with management of recruitment administration where required.
19. Ensuring accurate and up-to-date information for the Divisional Medical Director and a range of Divisional Managers
20. Developing office, PA and secretarial practices to continually improve service delivery.
21. Assisting colleagues in providing cross cover for the work of absent PAs, including across sites, when necessary.
22. Preparation of induction packs for new starters for the Directorate Managers and Matron New starters.
23. Administration of duties in relation to new policies within the Divisional Team. Provide training to other staff, as appropriate, in relation to this requirement.
24. The post holder is expected to act independently within occupational guidelines and decide when it is necessary to refer to their Manager.
25. The post holder should exercise initiative commensurate with the role and it is vital that confidentiality is maintained at all times.
26. Facilitate the effective use of Divisional Medical Director and a range of Divisional Managers time by managing diary appointments, ensuring information required is available.
27. Organise travel/accommodation arrangements for Divisional Medical Director and a range of Divisional Managers where necessary.
28. Arrange meetings with all levels of staff including multi-disciplinary and external bodies, including via Corporate Level Managers.
29. Liaising with organisations to provide temporary staff as and when required, including training and supervision whilst in post.
Communications and Key Working Relationships
The post holder will demonstrate effective communication by:
30. Using the spoken and written word and being sensitive to those who are vulnerable or do not have English as their first language.
31. Exchange verbal and written information with staff and relating to meetings
32. Maintaining accurate, timely and legible records for Divisional Medical Director and a range of Divisional Managers
33. Responsibility for all records (financial, personal and administrative) that they gather or use as part of their work within the Trust.
Responsibility for Finance
34. Ensure effective use of resources within own role
Responsibility for Human Resources
35. Adhere to Trust policies and maintenance of the professional Code of Conduct.
36. Responsible for keeping up to date and timely filing of correspondence, reports and any other documents required by the Divisional Medical Director and a range of Divisional Managers, including recording annual leave and sickness absence.
37. Typing of correspondence, reports, minutes of meetings and disciplinary hearings promptly and accurately both from hard copy and using audio equipment/shorthand for Divisional Medical Director and a range of Divisional Managers level meetings.
Responsibility for Health & Safety
38. Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Person Specification
Qualifications
Essential
39. Educated to GCSE/CSE or equivalent level
40. RSA III or equivalent qualification/experience
Experience
Essential
41. Experience in an office environment/previous secretarial experience
42. Experience of dealing with people
43. Dealing with sensitive / confidential information
44. Minute Taking
Skills
Essential
45. Good organisational skills
46. Effective communication skills
47. Ability to prioritise and meet deadlines.
48. Able to communicate both written and verbally with all levels of staff.
49. Responds positively to change
50. Able to work unsupervised or as part of a team
Knowledge
Essential
51. Knowledge of Microsoft office, Word, Excel, Access, Power point
52. Knowledge of different filing systems, paper/ electronic
Additional
Essential
53. Discretion within role/team
54. Professional attitude
55. Attention to detail/ Efficient
56. Team Player
57. Speak English to an appropriate standard relevant to their role, with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation