Job summary
- Main area
- Theatres & Anaesthetics
- Grade
- NHS AfC: Band 4
- Contract
- Secondment: 12 months
- Hours
- Full time
- Flexible working
- Job ref
- 323-AC1884-SK
- Employer
- Ashford and St. Peter's Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- St Peters Hospital
- Town
- Chertsey
- Salary
- £26,405 - £28,976 pa, inc. HCASN/A
- Salary period
- Yearly
- Closing
- 31/07/2024 23:59
- Interview date
- 08/08/2024
Employer heading
Theatres & Anaesthetics Directorate PA
NHS AfC: Band 4
Job overview
An exciting permanent opportunity has arisen to join the Division for General Surgery, Anaesthetics, Critical Care, and Theatres at Ashford and St Peter’s Hospitals NHS Foundation Trust. It requires a high level of organisational skills and someone who is good at communicating with a wide range of personnel and health care professionals within the division across the organisation.
The post will be of interest to those who wish to pursue a career in hospital administration and would like to gain more experience in a busy office with a wide variety of challenges. The post will provide an extensive opportunity to build and develop skills required within the NHS. The successful candidate will be joining a supportive, forward thinking department which values teamwork and a positive approach.
They will be expected to manage their workload and assist with organising and facilitating meetings for the Theatres and Anaesthetic Directorate. The personal assistant will act as an essential point of contact for all members of the directorate, divisional managers and clinicians working in theatres.
Ideally the candidate will have an understanding of personal assistant role and be able to exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organisation. Computer skills are essential along with a friendly, upbeat approach.
Main duties of the job
The main duties of the role include acting as Personal Assistant providing a comprehensive administrative and secretarial service.
This will include:
- Diary management and arranging of meetings
- Prepare draft agendas and taking minutes and ensuring meetings are prepped for in advance
- Management of correspondence
- Departmental administration activities for Theatre and Anaesthetics
- To provide comprehensive confidential and professional administrative and secretarial service to the Theatres and Anaesthetics Directorate.
- Ensuring that all work is dealt with promptly and efficiently and in accordance with the Trust’s Policies and Procedures. A high degree of sensitivity and confidentiality is required.
- Support GM in delivery of Directorate strategic projects.
- Support Departmental Business, Governance, 642 Utilisation and Theatres User Group meetings with minute taking and action logs.
Working for our organisation
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
Please see the supporting links which you can find on the right-hand side of this job advert. There is guidance on how to make an application on NHS Jobs as well as more information about joining the ASPH Team
Although it isn't the Trusts normal practice, adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Detailed job description and main responsibilities
To provide a full, high quality secretarial and administrative service to the General Manager of Theatres (GS-ACT); Clinical Leads in Anaesthetics and ICU; including:
- Personal Assistant duties, providing a comprehensive administrative and secretarial service. This will include:
- Management of incoming and outgoing written and e-mail correspondence
- Diary management and arranging of meetings
- Management of the office filing and folder system
- Progress chasing and “prompting” systems
- Copying and circulation of documents
- Drafting replies to correspondence and taking follow up action, as directed
- Writing minutes and action trackers
- Supporting in minute taking for Governance meetings and Departmental meetings.
- To be responsible for designing and managing the administration of special projects as required by the Directorate. This may involve significant liaison and consultation, the setting up of systems and databases and the formulation of progress.
- Undertake researching and preparation of material in respect of reports or briefings.
- Organize specific internal or external events as required.
- Develop and maintain a system for recording and following up lead responsibilities, actions and timescales.
- Develop and manage computer databases, as appropriate, to support the effective functioning of the Directorate.
- Prepare draft agendas and take minutes of weekly Theatre meetings, Business meetings and all other meetings chaired/ organized by the Theatres and Anaesthetics Management Team.
- Able to access and manage Cerner, Qlikview and Datix.
- To support the Anaesthetic department with administration towards ACSA accreditation.
- To support the Theatres team to create reports and organise data to show productivity and utilisation.
- Provide other administrative support for the Theatres and Anaesthetics Management Team as required.
- Arrange representation as specific meetings or events, as required.
- Any other duties which may be required by the Directorate in keeping with the broad range of responsibilities pertaining to the
- Support with Directorate projects such as “theatre golden patient”, “theatre start and finish times”, “on the day cancellations”, “high volume low complexity (HVLC)”.
- Assist in changes in theatre templates as directed by management.
The division embrace a healthy work life balance, we would welcome requests for flexible working to support applications to attract a diverse population. Examples of flexibility such as part WFH / School hours/reduced hours if required would be considered. Conversations with point of contacts on this advert are encouraged to discuss the role further.
Person specification
Qualifications
Essential criteria
- Educated to A level or equivalent
- English GCSE Grade C or equivalent
Desirable criteria
- RSA, NVQ or equivalent typing and computer skills
Experience
Essential criteria
- Previous experience of working in a busy office and dealing with conflicting demands
Desirable criteria
- Previous secretarial experience
Knowledge and Skills
Essential criteria
- Able to delegate work appropriately
- Excellent written and verbal communication skills
- Knowledgeable of wide ranges of secretarial/administrative procedures
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Vundan Kaneria
- Job title
- General Manager
- Email address
- [email protected]
List jobs with Ashford and St. Peter's Hospitals NHS Foundation Trust in Administrative Services or all sectors