Job overview
This post manages the office of the Chief Nurse, Deputy Chief Executive providing board level, high quality, professional and confidential executive assistant support on a day-to-day basis. They work as part of the wider management offices administrative support team ensuring that the office of the Chief Nurse, Deputy Chief Executive runs smoothly andeffectively.
The post holder will be organised and proactive, with the ability to work both independently and as part of a team, and to manage and prioritise a varied and busy workload. The post requires a positive and hands on attitude and approach; with a high degree of empathy, influencing and interpersonal skills. As well as the ability to work cross site.
Main duties of the job
1. To pro-actively manage the diary of the Chief Nurse, to maximiseefficiency.
2. Booking of meetings involving internal and externalstaff.
3. Liaison with board directors, and senior level members of external organisations to arrange visits andmeetings.
4. Liaison with the Chief Nursing Office Team, including a close working relationship with the CNO project supportofficer.
5. To work closely and liaise with the Executive Assistants to the Executive Team and Chairman in respect of theirdiaries.
6. To work as part of the wider management offices team to deliver the highest possible quality service and provide cover wherenecessary.
7. Administration of meetings including compiling agenda and papers and taking minutes of meeting.
8. Oversee the management of the inbox of the Chief Nurse, responding to emails, prioritising and dealing with urgent issues in a timelyway.
9. Manage the confidential employee concerns register including sending monthly figures to the Business Intelligence team and compiling board reports, which contain highly confidential and sensitive information.
Working for our organisation
Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.
Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.
We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.
The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.
Your Next Career Move Made Easier – Accommodation May Be Offered
We understand relocating can be a big step. Hampshire Hospitals may be able to provide accommodation options for successful candidates, depending on availability. If this something you would like to explore please contact on 02080 360017
Detailed job description and main responsibilities
10. To support the Chief Nursing Office Team where required with events such as International Nurses Day and Matron AwayDays.
11. Professional approach to answering the telephone and greeting visitors in person in the management offices at BNHH and RHCH whenrequired.
12. Organising interviews and liaising with the recruitment team andHR.
13. To support the Chief Executive in the absence of their ExecutiveAssistant.
14. Undertake specific projects for theCNO.
15. Opening of the Chief Nurses daily post and redirecting asappropriate.
16. To ensure forward planning and monitoring progress of actions to ensure deadlines aremet.
17. The post holder is required to communicate to a wide range of people often about sensitive and complex issues, for example patients and/or relatives phoning withcomplaints.
18. The post holder needs to be able to calm down and negotiate with individuals on a regular basis. Frequently dealing with people who are emotionally upset, confused ordistressed.
19. Receive highly confidential information by email, letter, telephone or in person frompatients, patients relatives, staff andvisitors.
20. The post holder needs to be able to understand issues and know who in the organisation to pass them on to in order to resolveissues.
21. The post holder will be required to acknowledge correspondence and draft letters and emails for the Chief nurse for hersignature.
22. Monitoring the Chief Nurse’s inbox and alerting urgentrequests
23. Alerting the chief nurse to urgent tasks orappointments
24. Communication with Associate Director of Nursing for Governance
25. Plans and organises own time, prioritising asnecessary.
26. Co-ordinates the diary for the Chief Nurse - understanding relative importance and priorities in order to facilitate optimum time management of theCNO.
27. Producing documents, briefing papers, reports andpresentations.
28. A mind set which looks ahead so that events are planned well in advance - for example by setting up planning meetings and logging due dates for papers orinvitations.
29. Plan to ensure that key communications are responded to in a timelymanner
30. Lead on and undertake projects whenrequired
31. Raise purchase orders via procurement system and complete competitive waiver paperwork on behalf of the Chief Nurse for goods and services asrequired.
Person specification
Shortlisting
Essential criteria
32. Good general education to degree level or equivalent
Desirable criteria
33. Administrative support to a Board level Executive.
34. NHS administrative experience
Shortlisting
Essential criteria
35. •Previous knowledge and experience of secretarial procedures and administrative systems.
Desirable criteria
36. Secretarial qualifications
Shortlisting
Essential criteria
37. •High level of IT competency, including Microsoft Office and Teams