Job vacancy: Project PA/Administrator, Mid Cheshire Hospitals NHS Foundation Trust, Northwich

Job summary

Main area: Administration
Grade: Band 4
Contract: 4 months (Fixed term contract until March 31st 2025)
Hours: Full time - 37.5 hours per week
Job ref: 412-DCSS-01669

Employer: Mid Cheshire Hospitals NHS Foundation Trust
Employer type: NHS
Site: Victoria Infirmary Northwich
Town: Northwich
Salary: £26,530 - £29,114 pa, pro rata
Salary period: Yearly
Closing: 01/12/2024 23:59
Interview date: 11/12/2024

Project PA/Administrator

Band 4

Detailed job description and main responsibilities

Provide a comprehensive personal assistant and administrative service to the VIN General Manager and Elective Hub Project Team. This will include drafting letters, emails and co-ordinating responses with minimum supervision and guidance, dealing with day-to-day telephone enquiries and managing electronic diaries.
Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available, and that all relevant parties are briefed on any difficulties, problems or issues.
Build and maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services for both staff and patients.
Exercise own judgement based on acquired knowledge and experience, as to when to deal with queries or issues personally and when to escalate to the VIN General Manager or other member of the Elective Hub project team and with what degree of urgency.
Type and draft where appropriate, correspondence and other documents as required, checking all typing for accuracy, spelling and grammar before it is sent. Produce letters, memos, draft agendas, minutes, reports, tables, presentations and other documents fully utilising Microsoft Office.
Be fully conversant with all required electronic systems for correspondence, including specialist computer systems as applicable.
Develop and continually improve effective information management systems. This includes maintaining an efficient bring forward system to effectively monitor work that has been delegated elsewhere. Progress/chase outstanding items dealing confidently with staff at all levels both internally and externally. Maintain an effective and up-to-date filing system and regularly review old files in line with departmental retention and disposal arrangements.
Develop and maintain systems for monitoring actions across the various elective hub workstream groups.
Always represent the Team in professional manner.

Person specification

Qualifications/Knowledge/Previous Experience

Essential criteria

RSA 3 typewriting or equivalent experience/Computer skills, ECDL or equivalent experience
NVQ level 3 in Business Administration or equivalent qualification and significant experience in a secretarial or administrative role
Aware of current professional and NHS issues
Understanding of equality, diversity and rights
Sounds knowledge of confidentiality in accordance with Data Protection Act and National/Local guidelines

Skills

Essential criteria

Excellent knowledge of Microsoft Office including Outlook, Word, Excel and PowerPoint
Management of diaries
Excellent verbal and written communication skills
Minute taking skills
Ability to prioritise own work within tight deadlines
Ability to identify problems and develop creative solutions
Decision making autonomy
Demonstrate good organisational and time management skills
Interest in motivating and developing people
Accept and support change and improvements in practice

Values

Essential criteria

A commitment to quality and safety/commitment to work together to create the best outcomes
A recognition of the importance of showing respect, dignity and compassion to patients and colleagues/A listening, learning and leading approach
Must demonstrate the Trust's values around both raising concerns at work, and how to treat others who raise concerns

Behaviours

Essential criteria

Excellent oral and written skills
A friendly, personable and approachable manner/willing to work as a role model/appreciate and value the worth of others
Ability to treat all employee and other hospital information confidentially
Must have the courage to speak up. Must value and appreciate the worth of others

Key Messages

· Please let us know if you require an adjustment to our recruitment process.

We are a flexible working employer, so please talk to us about any flexible working requirements.

· All correspondence will be sent to the email address you have registered as your TRAC account.

· Selection is based on the Trust's values, and the criteria outlined in the Job Description for the role.

· Secondments will be considered for fixed term positions when both parties agree. Candidates should seek approval from their current line manager before application.

· Appointments are subject to a 6-month probationary period. LED Doctors are subject to a 3-month probationary period.

· Please provide a contact email address for referees. We will not request references until after you have been made a formal job offer.

· You will be required to pay for your DBS disclosure (where the post requires one). This will be done via 3 monthly instalments from your pay. We encourage applicants to join and remain registered with the DBS update service.

· We do not reimburse travel to interview expenses.

· Some posts may have implications on existing NHS Pension Scheme arrangements. For further information please visit the NHS Pensions Agency website: https://www.nhsbsa.nhs.uk/nhs-pensions

· Employers have a legal responsibility to ensure that their employees have a “right to work” in the UK. If you intend to seek permission to work in the UK via a Skilled Worker visa, please be aware that the UK Government set eligibility requirements e.g. minimum salary requirement and skill levels. Not all NHS roles are eligible for sponsorship. We recommend that you use the information on the Home Office website to check if this role will be eligible.