PA Therapies and Education and Team Coordinator
Job Description
Job summary
This exciting post will be the Personal Assistant to the AHP Lead and Therapy and Education Service Manager at Rampton High Secure Hospital. The postholder will also be responsible for the day-to-day support and supervision of 2.6 WTE admin staff in the service and in addition to this ensuring an excellent administrative support is provided to the 160WTE clinical staff.
You will have the following:
Educated to NVQ Level 3 standard or equivalent level of knowledge and experience.
Significant experience in a recent similar role, including the supervision of staff.
Extensive working experience of MS packages including data extraction and data analysis.
Diary and Email Management
Preparing Meeting Agenda's & Minute Taking
Support with recruitment processes
Knowledge of procedures in relation to providing a safe working environment
Working knowledge of patient information systems
Working with minimal supervision and using own initiative
Excellent communication skills, with staff at all levels, patients and outside agencies
Excellent organisational skills, office management and the ability to prioritise and work to set timescales
You will work under the direct supervision of the AHP Lead and Therapy and Education Manager
Main duties of the job
To analyse, investigate and resolve queries relating to data quality which will be used to measure performance
Responsible for all aspects of secretarial support, and for ensuring that accurate work is completed within the time limits and standards set. Working to optimum in terms of efficiency and organisation
Co-ordinates a comprehensive administration, secretarial and reception service - prioritising, delegating, organising departmental workloads.
Arrange cover across the Directorates in liaison with other Admin Leads.
To work closely with the other Administration Team Leaders to ensure consistency across the service, peer support and absence cover arrangements are in place.
Produce high quality reports within agreed deadlines as required.
To undertake office duties including complex diary management and e-mail management, opening and distributing mail.
Production and collation of complex and sensitive documents to include composing and typing letters and other documentation as required.
To assist as appropriate on any local projects, ensuring that they are undertaken with minimal disruption and maximum communication.
To arrange away days or conferences as delegated.
Facilitate meetings, investigations, disciplinaries, including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Job responsibilities
Leadership experience or experience of managing teams.
Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or significant leadership experience, which will include management of staff including complex issues such as change management and conflict issues.
Typing/word processing qualification to RSA/OCR III standard or equivalent skill level
Extensive working experience of MS Office and OutlookExtensive working experience of MS Office and Outlook
Knowledge of procedures in relation to providing a safe working environmentRecent experience of working with minimal supervision and using own initiative
Excellent communication skills,
Excellent organisational skills and the ability to prioritise and work to set timescales.
Experience of Problem solving and decision making
Ability to work as part of a team.
Person Specification
Values and Behaviours
Essential
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
Physical Requirements
Essential
- There is a frequent requirement for sitting in a restricted position for a substantial proportion of the working time. There is a requirement to set up meeting / training rooms.
Qualifications/Training
Essential
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or significant leadership experience, which will include management of staff including complex issues such as change management and conflict issues. Typing/word processing qualification to RSA/OCR III standard or equivalent skill level
- Possession of a recognized leadership/management qualification to Foundation Degree level or significant recent leadership management experience
Desirable
- Customer care training Log gist Training
Knowledge and Experience
Essential
- Dealing with people to maintain a high level of customer care.
- Experience of collection and analysis of patient outcome and staff resource data
- Extensive knowledge of Microsoft Office Understanding of the data protection act and maintaining strict confidentiality
- Accurate minute taking skills essential to internal and external meetings and HR investigation/disciplinaries
Desirable
- Audio typing working experience. Working with computer databases/spreadsheets Previous NHS experience Working knowledge of Patient Information Systems
- Experience of leading teams
Skills
Essential
- Excellent communication skills
- Ability to work on own initiative
- Excellent organisational skills
- Experience of working without supervision for protracted periods
- Excellent time management skills
Contractual Requirements
Essential
- Attend Mandatory training.
- Ability to travel across Trust sites.
- Willingness to undergo training as necessary
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.
Employer details
Employer name
Nottinghamshire Healthcare NHS Foundation Trust
Address
Therapies and Education Service-Osberton Offices
Rampton Hospital
Woodbeck
DN22 0PD
Employer's website
https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)
