Job overview
Are you looking for a role where you can help improve the health and wellbeing of local people. A role where you can use your knowledge, skills, and experience to support a team and its directors. If so, we have a fixed term vacancy that may be of interest.
We are looking for an experienced, adaptable individual to join our Strategy Transformation and Improvement team, to support the efficient and smooth running of the team and coordinate activity.
The Trust values of respect, integrity, excellence, and teamwork matter to our team and are fundamental in the way we work. We are a supportive, diverse, inclusive and hardworking team, passionate about providing better care for patients. We aspire to think and act differently in co-designing the way care is delivered, to improve population health, reduce inequalities and proactively help patients manage their health and wellbeing.
This is an exciting opportunity for someone with the ability to work in a busy dynamic environment, who enjoys working with and supporting people. Ideally, they will have a blend of administration skills and experience and an awareness of project and programmes
Main duties of the job
To provide comprehensive and efficient administrative support to the Transformation Team including:
* Diary management, planning and organising key activities and meetings
* Monitoring of projects and budgets
* Providing project administration support to the transformation team.
* Supporting the research and collating best practice and innovation.
Working for our organisation
At DCHFT, we pride ourselves on the care we provide for our patients, and on the culture, we are creating for our staff. We work hard to create a fair, inclusive environment for our staff.
Our Mission is to provide outstanding care for people in ways which matter to them, and our vision is Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.
We are a Trust that celebrates diversity, and we are committed to creating an inclusive environment for all employees. We welcome applications from people in all under-represented groups.
We understand that some applicants may choose to use artificial intelligence (AI) tools to assist in preparing their application materials. While this is not discouraged, we kindly remind candidates that all submissions must be truthful and accurately reflect your own experiences and suitability for this role.
Personal integrity and authenticity are central to our recruitment process. We value honesty and appreciate applications that are genuine and representative of the individual behind them.
Right to Work in the UK: This role is not available for Skilled Worker visa sponsorship. Applicants must already have the legal right to work in the UK at the time of application. Unfortunately, we are unable to support visa applications for this post in line with UKVI regulations.
Detailed job description and main responsibilities
JOB PURPOSE
To provide comprehensive and efficient administrative support to the Transformation Team including:
* Diary management, planning and organising key activities and meetings
* Monitoring of projects and budgets
* Providing project administration support to the transformation team.
* Supporting the research and collating best practice and innovation.
FREEDOM TO ACT
To work autonomously and flexibly under the general direction of business development manager and be responsible for implementing administrative processes to support key business functions for the directorate using initiative and judgement with minimum of supervision
HOURS OF WORK
This is a full time fixed term post, although requests for flexible working will be considered.
DIMENSIONS
MAIN DUTIES AND RESPONSIBILITES
ADMINISTRATION RESPONSIBILITIES
Provide business management support to the transformation team including diary management, planning and organising key activities
Provide project administrative support to ensure the team’s portfolio of tasks / projects is planned, managed and delivered effectively
Prepare and distribute reports, minutes and agendas to deadlines
Contribute to project plans ensuring they remain up to date and project risks are accurately recorded
Arrange meetings, ensuring timely invites are sent, that notes are taken and shared in a timely manner
Prioritise own workload and resolve conflicting diary/appointments and schedules.
Receive and respond to communication from staff and people from a wide range of organisations, determining their requirements and taking appropriate action.
To develop and maintain good and effective working relationships with a wide range of people both within the Trust and externally in order to ensure that communication between the departments is effective. To ensure information is given and received in a timely manner
To use computer networks and office package effectively and on a daily basis.
It is recognised that the post holder will be operating within a rapidly changing environment. A high degree of flexibility is therefore required in order to meet the needs of the organisation
COMMUNICATION
Ensure accurate and open communication with a range of teams and individuals. TO support the research and collating of best practice and papers.
To communicate effectively at different levels of the organisation exchanging complex, sensitive or contentious information
Support the transformation team with all forms of communication as directed, this may include, communication team updates, emails, phone support, messaging, minuting, attending meetings, etc
PLANNING AND ORGANISING RESPONSIBILITIES
To organise, plan and manage own workload to provide comprehensive support to the Transformation Team as directed. Ensure the flow of work is prioritised in order for the team to meet key deadlines
To organise meetings, events and conferences for others, planning activities that may require formulation and adjustment at last minute.
To operate within a rapidly changing environment requiring frequent adaptation to changing priorities as identified. Post holder will need a high degree of flexibility in order to meet the needs of the organisation
POLICY & SERVICE DEVELOPMENT
Will support with the development, implementation and proposed changes to policies and procedures which may impact beyond own area of work
RESPONSIBILITY FOR INFORMATION / DATA
To ensure all document production is completed promptly and efficiently
To use a range of software to produce reports and presentations
To take and transcribe notes and formal minutes of meetings
To manage and maintain diary management systems.
Must have extensive knowledge of Microsoft Packages, including Word, Excel, Powerpoint, Outlook. Excellent keyboard skills
RESEARCH & DEVELOPMENT
Will participate in surveys/audits and information gathering as relevant to role requirement
ENVIRONMENT AND EFFORT
PHYSICAL EFFORT
* Frequent requirement for sitting or standing for prolonged periods of time
MENTAL EFFORT
* Work pattern will be unpredictable in nature with frequent interruptions
* To perform tasks that require occasional periods of prolonged concentration, involving use of computers, planning and preparing documents
EMOTIONAL EFFORT
May be exposed to distressing or emotional circumstances when typing letters and reports and staffing issues
WORKING CONDITIONS
Working conditions will require home working and some office based working. Must be prepared to hot desk when office based
Requiring the extensive use of display screen equipment
HEALTH AND SAFETY
Under the Health and Safety at Work Act 1974, as an employee, you must take reasonable care for the health and safety of yourself and for other persons who may be affected by your acts or omissions at work. The Act also states that you must not intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety and welfare.
You are also required to make yourself aware of the Trust’s health and safety policies and to report any accidents/incidents.
EQUAL OPPORTUNITIES
Dorset County Hospital NHS Foundation Trust is committed to the development of positive policies to promote equal opportunity in employment. All employees have a responsibility to ensure that they understand the standards expected and that they promote and adhere to the equal opportunity measures adopted by the Trust.
CONFIDENTIALITY
Confidential and personal information related to staff, patients and Dorset County Hospital NHS Foundation Trust must not be disclosed within or outside the place of work, except in the proper discharge of duties.
Person specification
Education, Qualifications & Training
Essential criteria
* Diploma Level qualification, e.g., NVQ in Business Administration or other relevant subject or equivalent level of experience
Desirable criteria
* Prince2 Foundation or equivalent introduction to project management course
Knowledge & Experience
Essential criteria
* Understanding of key project management administration
* Demonstrable experience as a senior administrator with competent skills to match the job description
* Strong ability to problem solve and overcome issues, providing options where appropriate
* Can do attitude and able to deal with challenging situations
Desirable criteria
* Professional secretarial or project management qualifications / courses
Skills & Abilities
Essential criteria
* Excellent communication skills some of which will be of complex and sensitive nature.
* Able to work under pressure and to prioritise in order to hit tight deadlines
* Experience of report writing and data analysis
Desirable criteria
* Ability to engage effectively with staff at all levels across the health and social care community and other partners
* Previous project management experience
* Excellent verbal, written and numeracy skills
* Advanced MS Office skills including Excel, Word and PowerPoint
Our Mission
Outstanding care for people in ways which matter to them.
Our Vision
Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.
Our Values
Integrity, Respect, Teamwork, Excellence
We are a Trust that celebrates diversity and we are committed to creating an inclusive environment for all employees. We would welcome applications from people in all under-represented groups.
PLEASE READ THE FOLLOWING IMPORTANT INFORMATION CAREFULLY BEFORE YOU SUBMIT YOUR APPLICATION
Please read the job description and person specification carefully to ensure your application reflects the knowledge, skills and experience required.
The closing date/interview date is subject to amendment; this vacancy may therefore expire at short notice, so we recommend that you submit an application at your earliest convenience. We reserve the right to close any vacancies without notice.
Shortlisted applicants will be contacted via email; therefore it is important that you check your personal email account regularly.
Unfortunately we are unable to respond to every application; if we do not contact you within 4 weeks of the closing date, please be advised that you not have been shortlisted on this occasion.
You can contact us on 01305 254655 to find out whether you have been shortlisted or if you would like feedback.