Personal Assistant to Head of Service (XN04)
Thepost holder will be accountable for the provision of a comprehensive personalassistant service to the Neurosciences Tri-Team. This will includesecretarial activities for example word processing, filing, diary managementetc, but will also include developing, maintaining, and managing office andinformation systems in support of Neurosciences. The post holder will play akey role in preparing agenda, taking, transcribing, and distributing minutes,organising follow up action and ensuring an effective bring forward/briefingsystem in respect of key documentation required
Main duties of the job
Thepost-holder fulfils a key role within Neurosciences and would be expected tocarry out a comprehensive range of duties and take a lead role for thedepartment in one or more of the following areas: Health & Safety; staffrecords management, and implementation of departmental policies andprocedures; handling complaints; ordering of stock items; takingresponsibility for the recruitment and selection administration process forthe team, induction and orientation programmes performance, monitoring ofsickness, holidays and other leave and return to work processes.
About us
LTHTis one of the largest providers of specialist hospital services in thecountry, covering over 100 specialties, many of which are delivered acrossthe region. Around 49% of our patient care income of around £1.2 billioncomes from our specialised commissioners, NHS England. The Centre forNeurosciences comprises 6 specialties and we are the regional tertiary centrefor spinal surgery, neurosurgery, neurology, neuro-rehabilitation,neurophysiology and stroke. We operate a clinically-led structure, which meansthat doctors, nurses and other healthcare professionals make the decisions onhow we run our services. Our Clinical Service Units (CSUs) deliver all of ourservices and are led by a triumvirate team, including a Clinical Director, aHead of Nursing or Profession and a General Manager.
LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.
Job responsibilities
Thepost holder will be responsible for: -
Preparing and providing Informationto managers and to salaries and wages.
Ensuring correspondence andadministrative tasks are aligned to service needs.
Being aware of and assisting withachieving the service standards, targets, and objectives Departmental,Trust and National.
Ensuring that processes/procedurescomply with legislative requirements, including Health & Safety, DataProtection, and confidentiality
Knowledge-
An ability to effectively implement,and ensure adherence to, Trust and Departmental policies and proceduresassociated with the role and the service.
An ability to provide accurate andappropriate non-clinical advice and information to others - colleagues, staffat all levels, patients, and their families.
Appreciation of clinical/operationalareas that the service area interacts with.
Understand and adhere to dataprotection, confidentiality, and copyright laws.
An understanding of the relationshipand impact on the service of a range of IT applications.
Skills-
Excellent organisational skills withthe ability to work both independently and as part of a team.
Effective supervisory skills, behighly motivated and lead by example to motivate other team members.
Prioritise own workload and, whereappropriate, that of the team.
Able to effectively manage a varietyof tasks with possibly competing deadlines.
An ability to train staff, includingtemporary staff, as required and to assess and monitor progress on acontinuing basis.
An ability to accurately transcribecomplicated/complex and sensitive tapes/notes notes and typecomplicated/complex information while subject to frequent interruptions.
Highly developed interpersonalskills with the ability to exchange confidential, sensitive or contentiousinformation clearly and effectively at all levels, i.e. patients, relatives,colleagues and other health professionals, within the Trust and externally.
An ability to exercise judgementwhen dealing with enquiries to evaluate the situation and resolve problemswithin their remit, escalating issues appropriately.
To have an adaptable and flexibleapproach to working hours and practices.
Must be tactful and diplomatic.
To support and sustain thedepartments practice with efficient administrative protocols, processes, andprocedures, in line with service needs.
Experience-
Experience at supervisory/seniorsecretary/PA level in a health care environment.
An excellent knowledge of managerialprocedures and protocols.
A well-developed understanding andknowledge of office-based procedures/ systems and able to implement changeand train, where appropriate, the secretarial/clerical team.
Interpretation and analysis ofreports, databases, and spreadsheet information.
Well developed knowledge andexperience of using a variety of IT applications in a Windows basedenvironment.
Working in a customer focussedenvironment.
Qualifications-
GCSE (or equivalent) EnglishLanguage grade C or above.
RSA3 typing/word processing orequivalent.
European Computer Driving Licence(ECDL) is desirable.
6. THE LEEDS WAY VALUES
Ourvalues are part of what make us different from other trusts, so we see thisas a strength, as well as a responsibility. They have been developed by ourstaff and set out what they see as important to how we work. Our five values are:
Accountable
Empowered
Allour actions and endeavours will be guided and evaluated through these values.
Additionally,the following are core values which relate specifically to this post:
Commitment to providing a highstandard of efficient office practice ensuring a quality service is provided.
Demonstrate a customer focussedapproach to role.
Professional and flexible approachand attitude.
Understand responsibilitiesregarding confidentiality.
Commitment to personal developmentand development of others.
Commitment to being an integral partof the service team this may be a multi-disciplinary team.
Honesty, integrity, and discretion.
7. WEST YORKSHIRE ASSOCIATION OF ACUTETRUSTS (WYAAT)
LeedsTeaching Hospitals NHS Trust is part of the West Yorkshire Association ofAcute Trusts (WYAAT), a collaborative of the NHS hospital trusts from acrossWest Yorkshire and Harrogate working together to provide the best possiblecare for our patients.
Bybringing together the wide range of skills and expertise across WestYorkshire and Harrogate we are working differently, innovating, and drivingforward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHSTrust this is your opportunity to be a part of that change.
WYAATis the acute sector arm of the West Yorkshire and Harrogate Health and CarePartnership, one of the largest integrated care systems in the country. ThePartnerships ambition is for everyone to have the best possible health andwellbeing, and the work of WYAAT, and each individual trust, supports thatambition.
COREBEHAVIOURS AND SKILLS
Commitment to ensuring work iscompleted and targets met within the timescales dictated by theDepartment/Service, Trust and/or external bodies.
Communicate sensitively andeffectively.
Respect the privacy, dignity,religious and cultural beliefs of others.
Have the ability to assess andresolve problems within the remit of the role.
Able to adapt to new workingpractices/processes.
Able to implement and review changeswithin the working practices/processes of the team.
Flexibility in approach to workinghours and working practices.
Able to prioritise workloadindividual and that of the team, if appropriate.
Ability to manage a variety of tasksand deadlines, achieving required deadlines.
Effective communication skills,verbal and written.
Understand and adhere toDepartmental/Service, Trust and NHS processes and protocols.
Continually monitor, review and,where appropriate, suggest/implement changes to improve the working practicesand systems.
Demonstrate a commitment to teamworking, departmental and multi-disciplinary team.
Demonstrate integrity and respectconfidentiality.
COREKNOWLEDGE AND UNDERSTANDING
An understanding ofCSU/Service/Departmental, Trust and National standards/targets that impact onthe service area.
An excellent knowledge of asupervisory/PA role.
The post holder should be aware ofthe Trusts Policies and Procedures including Recruitment and Selection;Conduct and Discipline; Annual Leave; Confidentiality.
Clear knowledge/understanding ofterminology applicable to the service area.
An understanding and appreciation ofcomplimentary service areas/functions.
Well developed knowledge andexperience of using information systems, software applications and officeequipment.
Aware of the Data Protection Act andConfidentiality in relation to the role
Have achieved a good standard ofgeneral education with qualifications and experience pertinent to the role.
PRINCIPALDUTIES & AREAS OF RESPONSIBILITY
Undertakes secretarial dutiesincluding filing, note taking, word processing, photocopying, faxing anddealing with general communications.
Prioritise own workload and workwith minimum supervision.
Through liaison and co-operationwith colleagues/managers, ensure the seamless provision of an effective andefficient administrative and secretarial service to SMT as required.
Assist in the recruitment processand administration thereof, including departmental induction and orientationprogramme/s.
If appropriate, to managesecretarial and clerical staff on a day-to-day basis including appraisal,absence management/return to work interviews and identification of theirtraining needs.
Assists in the organisation of theDepartments workload.
Provides a comprehensiveadministrative and secretarial service.
Maintains appointment diaries forthe SMT as necessary, makes appropriate arrangements e.g. booking rooms formeetings, refreshments, travel and parking arrangements etc.
Deals with complex enquiries,investigating and researching matters, thereby providing appropriateinformation/guidance and advice, escalating issues to relevant senior staff.
Liaises with externalcontacts/organisations and with internal departments/colleagues to accessappropriate information/advice as required to fulfil the role.
Research, analyses, compiles andpresents, as required, information/materials involving reference to relevantdocuments and utilising appropriate equipment/software packages.
Works in close liaison and supportof other members of the team which may include providing cover forappropriate colleagues.
Adheres to relevant StatutoryInstruments and Trust Policies and Guidelines e.g. Data Protection, Healthand Safety, Confidentiality and HR Policies and Guidelines.
Attend meetings to takenotes/minutes, prepare an accurate record of the meeting and distributeagreed minutes/statements as required.
Ensure managers are informed ofrelevant day to day issues.
Attend training courses as necessaryto undertake the duties of the post.
Records and monitors annual leavefor SMT and reconciling leave booked with leave taken and resolvinganomalies.
Produces and maintain monthlyattendance records electronically for the management team and for thesalaries and wages department.
Such other duties at a comparablelevel of responsibility as may be allocated to the post and post holder.
Person Specification
Skills & behaviours
* Professional attitude to work
* Polite and helpful customer service skills
* Caring and understanding
* Common sense and initiative
* Ability to prioritise and organise workload.
* Ability to adapt to change of circumstances
Experience
* A willingness to undergo training and new skills
* Managerial/supervisory processes and practices
* Secretarial and administrative processes and practices MS Office application experience
* Knowledge of NHS/Trust protocols/policies and procedures
* A willingness to attend managerial/supervisory courses eg instruction on interview procedures, managing yourself and others.
* Experience at senior level in a health care environment
* Previous managerial/supervisory experience
* Previous managerial/supervisory experience
Qualifications
* Qualified to RSA3 typing/word processing or equivalent
* Excellent typing skills GCSE (or equivalent) English Language grade C or above
* Shorthand/Audio
* European Computer Driving Licence (ECDL)
Additional Requirements
* Ability to manage own time/workload and that of others.
* Ability to prioritise work and work to strict deadlines
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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