Maternity Personal Assistant & Secretarial Team Supervisor
Full-time
Junior Executive
Dartford, DA2 8DA, England
2 months ago
Deal with telephone call enquiries effectively, exercising judgement when dealing with staff and the public. Respond to emails an.....
Deal with telephone call enquiries effectively, exercising judgement when dealing with staff and the public. Respond to emails and MS Teams messages appropriately. Record voice mail messages and take appropriate action. Maintain the DOMs and their Deputys diary. Plan and organise Departmental, Multidisciplinary Team (MDT) and external agency meetings as directed by the Director of Midwifery and Gynaecology and their Deputy. Arrange cancellation/reduction of meetings in accordance with the Director of Midwifery and Gynaecologys and the Deputy Head of Midwiferys commitments. Ensure that relevant documentation is prepared and available for meetings. Make travel arrangements when required. Act as prompt to the DOM and their Deputy regarding reports and responses requested at Trust Board level or from other agencies such as NHSE, NHS Public Health, CCG or LMNS. Produce suitable information materials to assist with the smooth running of the Department for example ensuring up to date organisational and governance charts are available. Assist with project work if required including preparation of presentation materials. Escalate appropriately any queries sent to the maternity department via the secretarys office; this includes complaints and requests for personal health records and freedom of information requests. Deal sensitively with communication where staff of patients may be distressed. Ensure that all secretarial work, including the management of appointments is completed within the appropriate timeframe including internal and external letters, emails, minutes and other documents. Liaise with external agencies and support the completion of the required paperwork within the admin team e.g. social services correspondence for adoption cases. Update staff personnel files ensuring that accurate information is available for the DOM, Deputy Head of Midwifery and the senior Midwifery Leadership team. File all correspondence appropriately. Screen emails and respond to arrange meetings and bring urgent correspondence to the attention of the Director of Midwifery and their Deputy. Work closely with Procurement to ensure costs are kept to a minimum when securing assets for the maternity department. Oversee the budget across the department for all stationary and non-clinical consumables. Use Integra to purchase all necessary clinical and non-clinical equipment. Ensure continuous review for value for money, and identify cost saving opportunities. Oversee the secretarial teams working policies and systems suggesting and implementing changes as required Ensure the timely submission of reports for Divisional and Trust meetings and Committees. Support secretarial team to use the Integra finance system across the department. Ensure external income received directly by the maternity services is tracked and accounted for appropriately. The PA will receive and provide a range of information which may be complex and/or sensitive. Clinical responsibilities: The postholder has no clinical responsibilities however they will be required to work closely with the Director of Midwifery & Gynaecology (DOM) and their Deputy and senior Teams to ensure continued patient care. Education and development responsibilities:All budget holders will undertake on the job training in all matters financial and will be responsible for ensuring they are setup in the finance/procurement/HR systems with the appropriate authorisation levels. Undertake annual review and statutory and mandatory training Participate in or undertake training needs analysis Support more junior secretarial staff to develop their own skills and seek out new ways of working.
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