Job vacancy: Directorate PA - Specialist Surgery, Oxford University Hospitals NHS Foundation Trust, Headlington

Job summary

Main area: Directorate PA - Specialist Surgery
Grade: NHS AfC: Band 5
Contract: 12 months (Fixed term)
Hours: Full time - 37.5 hours per week
Job ref: 321-NOTSS-6445981-B5

Employer: Oxford University Hospitals NHS Foundation Trust
Employer type: NHS
Site: West Wing, The John Radcliffe Hospital
Town: Headlington
Salary: £28,407 - £34,581 N/A
Salary period: Yearly
Closing: 30/07/2024 23:59

Directorate PA - Specialist Surgery

NHS AfC: Band 5

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

Many of our recruitment programmes use Value Based Interviewing to identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visit www.ouh.nhs.uk/about/vision-and-values

Detailed job description and main responsibilities

Data and Administration

Provide PA administrative support to the Clinical Director, DM/DDM and Matrons including diary management, organising meetings with senior staff members as requested and ensuring that relevant papers are available in advance of meetings.

Co-ordinate and attend all Directorate meetings in liaison with the relevant meeting Chair. Prepare and distribute agendas and notes of the meeting, organise refreshments.
Minute taking of meetings and co-ordination, minute taking of individual staff performance reviews / disciplinary’s.
Support the Directorate Management Team with completing Change Forms as instructed.
Co-ordinating and taking action as appropriate with Additional Session claim forms.
Maintain and update the Directorate intranet site.
Manage telephone enquiries and take action as appropriate.
Draft responses to enquires within the Directorate.
Collate and Monitor Statutory Mandatory Education and Appraisal data.
Delegated responsibility for the management of invoices and other financial processes, as directed by the DM.
Initiate all procedures such as quotations, clinical engineering approval, applications and so on.
Manage meeting room bookings electronically.
Establish and maintain Directorate circulation lists both manual and electronic.
Ensure that all office space and equipment is maintained to a satisfactory working standard for the Directorate Management Team (including IT).
Provide a liaison role for HR in assisting with setting up Disciplinary, Grievance or Appeal hearings. Inviting attendees, booking venues and setting up packs.
Act as a point of contact for processing study leave applications, including requesting receipts, travel expenses and training confirmations.
Raise stationary, furniture and purchase order numbers on Oracle for the Directorate. Maintain and secure appropriate stock of stationary for the Directorate.
Act as a point of contact for NHSP staff. Enrolling staff, adding and authorising shifts for admin staff across the Directorate.
Initiate and prepare correspondence as appropriate e.g., internal memoranda, external acknowledgement and so on.
In the absence of any key member of the management team, oversee their communications e.g., emails and post.
Provide and receive sensitive information to individuals and Departments within the Directorate.
Identify and circulate information to individuals and Departments within the Directorate
Act as a point of contact for agency and new staff. Organise access to various systems used by the Directorate.
Collect data from all clinical units, regarding gestures of thanks/patient compliments.
Administer and distribute all Directorate payslips.
Manage the process of Directorate Management Team on Health Roster – including annual leave and sickness absence.
Pull data and information to assist with Directorate audits.
Deputise the Divisional PA during annual leave and sickness absence.
Co-ordinate the booking of travel and accommodation for the Directorate Management Team.
Review current administrative systems in the Directorate and develop more effective systems as change in service needs requires.
Deliver support to the DM/DDM with project related work.

Plan and manage own time using organisational and prioritising skills with the ability to multitask and meet tight deadlines

Person specification

Criteria

Essential criteria

Grade and Years Experience

Desirable criteria

Years Experience

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment , we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.

Nursing and Midwifery: For candidates applying from outside the UK: Please be advised that we work in partnership with Envertiz who will be managing your recruitment therefore by applying you are consenting to us passing your contact details and application to Envertiz so they can manage your recruitment and on-boarding. If you do not consent to this, please do not apply.

Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.

Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.

Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks. (Please note that shortlisting times vary when applying for a Medical position within the Trust). The majority of correspondence will be via the e-recruitment system; therefore you should check your emails regularly including junk mail folders in web-based email products.

No unsolicited recruitment agency telephone calls or emails.