To provide ongoing personal assistance to the CWPS Management Team by providing a comprehensive and confidential administration a.....
To provide ongoing personal assistance to the CWPS Management Team by providing a comprehensive and confidential administration and secretarial service in accordance with Departmental, Trust and National standards, policies and procedures.
The skills required include the ability to be confidential, timely and organise, scheduling diaries, meetings etc. with particular emphasis on Project Administration including actions notes, minute taking, meeting arrangement and tracking of actions.
Being a good communicator, friendly, calm, efficient and flexible in undertaking administrative tasks as required.
*Please be advised that interviews for this post are scheduled for 12th January 2023*
1. Manage commitments through efficient diary management.
Liaising with Consultants, General Managers, Performance and Ops Manager, and other senior professional staff within the Trust and outside agencies in respect of commitments held by the Management Team.
Liaise closely with other members of the CWPS team to ensure the fulfilment of Directorate business plan targets, NHS and other national initiatives, Trust objectives, and Directorate commitments.
Liaison with other Departments will promote a good working relationship with staff external to CWPS.
2.To act as a point of contact to ensue all enquiries are effectively manages and successful resolved within a prompt timescale,ensuring all relevant personnel are informed as necessary and an appropriate record is maintained
This will require: To be the principal point of contact for the management team, screen and prioritise all enquiries (written, electronic, verbally, in person), providing support and advice to staff and deal with other personnel issues.
Dealing with incoming mail (including email), and incoming telephone calls, and ensuring messages are passed on or caller transferred to correct staff member. Handling calls of a highly confidential and private matter.
*Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.*
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence®designated organisation – please click the link for further details about this prestigious award.Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
1. To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.
This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription; manipulation and distribution of appropriate correspondence.
Manage agendas, minutes of meetings, briefs, quality statements, business plans, annual reports, benchmarking etc.
Compose and transcribe minutes of meetings, specifically Project related, utilising specialist knowledge.To prioritise and re-organise workload appropriately and as requested.
Effectively manage allocated areas of work, progress-chase and report, as appropriate, including the collection, analysis and presentation of information.
Preparation of documents for presentation (e.g. PowerPoint slides), amending existing presentations
Prepare and oversee all paperwork, including invoices, for management team coding/signature.
2.To implement and maintain an efficient office management system/procedures to enable the Department to optimise their services.
This will require: effective time management, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel;
Organises meetings on behalf of the CWPS Management Team. Composing and transcribing minutes proactively ensuring action points are raised and completed;
Be required to support different Line Managers within the department to maintain an effective and balanced support service
To ensure that the departmental Line Manager and other staff follow correct procedures in relation to the department management.
To report any untoward incident, accident or loss relating to staff, patient or visitor in the correct form and to the appropriate authority.
3.To implement and maintain an efficient office management system/procedures to enable the Department to optimise their services.
This will require: undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvement.
1. Support team members.
This will require: demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times;providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.
To carry out any other reasonable duties as may be required which are within the remit of a Band 4 Administrator
For further details of the role please see the attached job description.
This advert closes on Tuesday 2 Jan 2024
