The post holder will provide a confidential, comprehensive and Personal Assistant service to the Families and Integrated Community Care Division Senior management Team. A pro-active approach is expected with the planning, co-ordination and documentation of meetings and projects that the managers are responsible for developing. The post holder will be responsible for allocation, co-ordination and distribution of all work generated by the senior management team and must self-manage and prioritise their own workload. The post holder must always communicate effectively and work collaboratively with both clinical, non-clinical colleagues and external agencies to ensure the delivery of a professional coordinated service. On occasion the poster holder will act as Mentor/Trainer to new members of the team as and when required. Other duties will be incorporated and subject to the ever-changing needs of the trust.
In a professional manner provide a comprehensive secretarial, administrative and information service to the management team. This will include the controlling of appointments, dealing with correspondence, composing routine and non-routine letters and other documentation on their behalf, as required, taking personal responsibility for confidential issues.
To be responsible for the convening and timely administration of meetings or training sessions, including drafting agendas, collation of agenda items ensuring availability of reports, minute taking and preparation of action notes as appropriate. This will also include booking of rooms and arrangements for catering as required. Effective diary management will be necessary when co-ordinating meetings that involve all the management team. Also be responsible for the setting up of Webex teleconferences as and when required.
Be able to work independently, plan and organise own time and diary management.
Blackpool Teaching Hospitals NHS Foundation Trust is ideally situated just a forty five minute drive from Manchester. The Trust provides services to the 440,000 residents of Blackpool, Fylde & Wyre and North Lancashire, as well as specialist tertiary care for Cardiac and Haematology patients.
As one of the United Kingdom’s largest coastal resort, Blackpool has plenty to offer its residents – it’s not just a good place to work; it’s a great place to live. In addition to its bustling centre and historic seafront, the town is world famous for its many attractions, including the famous Blackpool Tower. Blackpool also offers a number of scenic cycling routes round our local parks and across the surrounding countryside, as well as boasting panoramic views of the coast on its picturesque Promenade. Further afield, Blackpool also benefits from less than three-hour connections via rail to Edinburgh in the north and London in the south.
The post holder will have knowledge of medical terms when attending Divisional and HR meetings which often include abbreviations and jargon as attendees are often clinical staff members.
The post holder to be aware of relevant policies within the Division to carry out their role eg: Data Protection, Freedom of Information requests and Health & Safety reps etc.
The post holder is responsible for keeping themselves up to date with the required mandatory training.
The post holder, in conjunction with other PA’s, to keep their guidance and standards of the role up to date in readiness for any new starters as appropriate. This would include any useful information, contact lists etc that would need to be referred to.
The post holder will be aware of the structure of the whole of the Families and Integrated Community Care Senior Management team to be able to field queries appropriately.
To take part in the Appraisal and Personal Development Review process participating in training/education to meet developmental needs.
Act as Mentor / trainer to new members of the team as and when required.
Be aware of policies and procedures when dealing with routine and non-routine issues eg work allocation.
Where necessary relevant training in the operation of new or unfamiliar equipment, software or procedures will be provided or arranged.
To maintain a working knowledge of all aspects of the work of Families and Integrated Community Care Division and the wider NHS environment.
Communication and Skills
• On a day to day basis exchange complex and sensitive information via email and telephone required by internal / external sources to include staff and patients. Duties that involve this exchange of information include diary management, 1:1’s, any sensitive meetings (particularly HR), dial-in meetings and high-level business meetings that highlight patient stories.
• Attend disciplinary and investigation meetings, as note taker, on a regular basis and on occasion dealing with complex HR issues. There is a requirement to remain neutral, calm and not judgemental of any panel members ensuring confidentiality at all times. There is also a responsibility to provide assistance with the issuing of outcome letters following these meetings.
This advert closes on Thursday 14 Dec 2023
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