Are you looking for a Job in Divisional Personal Assistant Field then this post may be relevant to you.
Job Details:
Company name : UCLH
Position Name : Divisional Personal Assistant
Location: London
Job ID : 05b2b3157d94b4fb
Description : Detailed job description and main responsibilities
Communication
Communicate clearly, effectively and appropriately with the multidisciplinary team, patients and their family/visitors/carers on a range of issues. Uses communications techniques to gain agreement and cooperation where there may be barriers to understandingComplete detailed documentation and letters accuratelyContribute to reports of patients’ activity and progressGive constructive feedback on patient care and activities to relevant midwives and other healthcare professionalsLead on discussions regarding departmental service improvement and quality controlMaintain professional boundaries and working relationships with patients and colleagues.
Secretarial
To undertake dictation, audio and copy typingTo critically examine all incoming mail to the department and action where appropriateTo identify correspondence which can be dealt with personally and to be responsible for composing and distribution of this correspondenceTo proactively maintain the diaries of the senior midwifery team ensuring accurate diary managementTo act as secretary to meetings as/when required including arranging meetings, booking venues, arranging catering, compiling agendas, taking and circulating minutes and follow-up action pointsTo maintain up-to-date and accurate filing systems – paper and ITTo arrange travel and accommodation requirements including expensesTo manage email correspondence of the senior midwifery teamTo coordinate annual leave for the department.
Health, Safety and Security
Monitor, support and maintain a safe working environmentUndertake work place risk assessmentsReport appropriately any issues at work that may put health, safety and security of staff, patients and visitors at risk and follow up improvementsWork within own personal/professional limitations and seek help of others to maintain safe practice.
Service Improvement
Coordinates and contributes to meetings with a range of clinical and non-clinical staff to formulate service changesContributes to the organisational strategy for the management of divisional administrationUndertake audits in work area, identifying bottlenecks and potential threats to service delivery through analysis and initiate innovative solutions to problemsNegotiates with other teams to provide integrated services.
Quality
Lead on environment and team dynamics that facilitate smooth running of the departmentEmbed and monitor delivery of high quality patient services in the administration teamEnsure a welcoming and caring approach to patients and their family/visitors/carers from all members of the team and ensure team members maintain required standard of customer careAssist and ensure the administration team records, monitors and transmits medical documentation i.e. referrals, records, investigations, complaints through appropriate communication systems in an effective and timely mannerImplement Trust/local policies and procedures within team and monitor compliance.
Equality and Diversity
Carry out duties and responsibilities with regard to the Trust’s Equal Opportunity policyRecognise the importance of people’s rights and act in accordance with legislation, policies and proceduresAct in ways that acknowledge and recognise peoples’ expressed beliefs, preferences and choices; respecting diversity and valuing people as individualsTake account of own behaviour and its effect on others.
Information Processing
Develop, manage and maintain databases and filing systems for management of information including data entry onto the maternity scorecard and managing / updating incidents and security reportsAble to perform basic troubleshooting for databases.
Information Collection & Analysis
Identify sources of information for clinical and management queriesCompile data for clinical / service reports as requiredUtilise multiple databases for analysis and production of relevant and useful information and reports.
Services and project management
Conduct secretarial and administrative tasks efficiently and to a high qualityCo-ordinate departmental activities including resource and time managementOrganise workshops / social eventsCoordinate multi-disciplinary meetings, taking and distributing minutesManage diaries and appointmentsManage a range of departmental projectsAssist in responding to and investigating complaints and SUI’s by retrieving notes, typing statements and statement request letters and ensuring that all are dealt with within the Trust timeframe.
Financial and Physical Resource Responsibilities
Order and maintain adequate levels of stock, equipment and materials and facilitate the efficient, effective use of resourcesMaintain accurate records of hours worked by team, authorising agency time-sheets and permanent staff flexi-time monitoring formsHold authorised signatory for petty cash, office stock, travel arrangements, meeting expenses.
General
Adhere and embed the UCLH Service Commitment “Putting Patients First” in the team and adopt a professional approach to customer care at all timesComply and embed the Trust’s Equal Opportunities Policy in the team and treat staff, patients, colleagues and potential employees with dignity and respect at all timesTake personal responsibility for promoting a safe environment and safe patient care by identifying areas of risk and following the Incident, Serious Incidents and Near Misses reporting policy and procedure. Undertake risk assessments for departmentTake personal responsibility for ensuring that UCLH resources are used efficiently and with minimum wastage, and to comply with the Trust’s Standing Financial Instructions (SFIs)Comply with Trust policies for personal and patient safety and for prevention of healthcare-associated infection (HCAI); this includes a requirement for rigorous and consistent compliance with Trust policies for hand hygieneIn accordance with the Trust’s responsibilities under the Civil Contingencies Act 2004 to undertake work and alternative duties as reasonably directed at variable locations in the event of and for the duration of a significant internal incident, major incident or pandemicBe aware of and adhere to all Trust policies and procedures, the Health and Safety at Work Act and the Data Protection ActMaintain confidentiality at all times.
Person specification
Knowledge and Qualifications
Essential criteria
Degree or equivalent experience or equivalent training and experience of administrative procedures
NVQ Level 4 in Healthcare, Customer Care of Business Admin or equivalent
Experience of range of computerised software
Desirable criteria
Understanding of medical terminology
Experience
Essential criteria
Demonstrable level of administrative experience at a high level of competence acquired through both training and experience
Experience of senior PA experience
Significant experience of working in an office environment
Desirable criteria
Previous NHS or healthcare experience
Skills and Abilities
Essential criteria
Demonstrate use of IT packages including Word, Outlook, Excel and Powerpoint
Communication
Essential criteria
Able to communicate complex, sensitive or contentious information accurately and effectively with patients and at all levels of the organisation, verbally and in writing
Able to deal with patients, carers, and public face-to-face and on the phone
Able to support and reassure patients/carers in distress
Able to persuade, motivate, negotiate to gain cooperation
Show tact, empathy and reassurance with contentious information
Understands importance of maintaining confidentiality
Personal and People Development
Essential criteria
Works on own initiative, is managed rather than supervised
Demonstrates understanding of own role within the team
Willing to develop self & undertake personal development
Willing to produce a personal development plan with manager
Desirable criteria
Able to supervise and motivate staff
Specific Requirements
Essential criteria
Flexible approach to shift patterns
Physically capable of office duties, VDU use, moving notes etc.
Capable of concentrating within unpredictable work patterns
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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