Personal Assistant to CAMHS Clinical Directors
Job Description
Job summary
To provide high quality, professional personal support and secretarial services to the CAMHS Clinical Director and lead consultants across the full range of their responsibilities, acting as the main channel for communication between the Consultants colleagues within CAMHS and Senior colleagues in the Trust and external organisations; including but not limited to other NHS organisations, Government Bodies (local and national) and other key external partners such as Local Authorities.
Main duties of the job
To monitor the CAMHS Clinical Director's emails where appropriate & bring urgent email items to their attention, & when they are not in the office, delegate responses to their deputy. Co-ordinate, manage & maintain up to date electronic records, which will involve arranging internal & external meetings, conferences, seminars, attendance at training courses. Provide administrative support to relevant meetings including the timely preparation & circulation of agenda packs in readiness for the meetings. Timely preparation & distribution of accurate & relevant minutes & action logs & the follow through actions. Undertake administrative duties for specific project work as requested by the Clinical Director(s). Organise & maintain efficient manual & electronic filing systems, including recording, sorting & archiving documents in accordance with Trust Policy. Organise conferences/events sourcing venues, inviting participants, guests & devising agenda & sending joining instructions & other relevant information. Coordinate the rolling programme of performance & development reviews & 1:1 meetings; scheduling meetings & ensuring the CAMHS Clinical Director(s) have relevant information. Assist with the organisation of scheduling interviews, using proxy access to input vacancies onto Trac; completion of appropriate paperwork for successful candidates on behalf of the Clinical Director(s).
About us
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our #PennineCarePeople and do everything we can to make sure we're a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
- Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
- Flexible working opportunities to support your work/life balance
- Access to Continued Professional Development
- Involvement in improvement and research activities
- Health and Wellbeing activities and access to an excellent staff wellbeing service
- Access to staff discounts across retail, leisure and travel
Job responsibilities
Communicates effectively and establishes good working relations with a wide range of people:
- Clinical Director(S)
- CAMHS Senior Leadership team
- CAMHS Operational Managers
- All consultants
- Senior Clinicians
- Visitors that attend meetings
- Executive Team and Trust Board
- External Authorities and organisations
- Media
Ensure that any urgent matters are brought to the attention of the Clinical Director(s) in a timely manner.
Act as first point of contact for all communications to the Clinical Director(s) and deal with all such communications appropriately, including exchange of sensitive and contentious information. Also ensuring effective communication between the CAMHS Clinical Directors and others.
Build and maintain strong influential relationships with internal and external stakeholders.
Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints.
Take action and provide feedback as appropriate, ensuring that messages are relayed and action is taken.
Screen all incoming calls and manage barriers to communication, remaining courteous, polite and calm when dealing with aggression from others.
Be able to multi task, manage and prioritise heavy and demanding workload with challenging timescales, remaining calm under pressure and in confrontational circumstances.
Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.
Support the Clinical Director(s) in managing all correspondence by coordinating and providing drafts for reply to correspondence including emails, ensuring that replies are provided and any actions closed. Exercise appropriate delegated authority to act and action responses.
Forward actions to managers on behalf of the Clinical Director(s), chase responses and collate information as necessary to enable the Clinical Director(s) to adequately respond to requests for information.
Support the Clinical Director(s) in the drafting of reports, presentations, briefing documents and other documents using a variety of formats, including but not limited to MS Office Products (Word, Excel. PowerPoint, OneNote, Visio).
Using proxy delegated authority, maintain relevant electronic systems on behalf of the Clinical Director(s), including, but not limited to, proxy access on the expenses and ESR systems. Ensuring accurate recording of staff information and absences on ESR; and other electronic systems where necessary on behalf of the Clinical Director(s).
Ensure that any goods ordered/booked (including travel and accommodation) are within budgetary constraints and reflect value for money and the most cost effective arrangements. Ensure that travel claims are submitted within the required timescale and that all invoices for goods ordered/booked (including travel and accommodation) are receipted on Oracle in a timely fashion.
Provide Consultant activity data on a quarterly basis, ensuring accuracy and completeness of the information. This includes collecting, collating, and analysing data, as well as preparing and distributing detailed reports to relevant stakeholders.
Ensure continuous monitoring and compliance with the mandatory training (CEST) for the submission of regulatory documents. This involves tracking submission timelines, verifying that all required documents are included, and ensuring that submissions meet the regulatory requirements. Maintain accurate records of all submissions and responses, providing updates to relevant stakeholders as required.
Ensure compliance with the use of TABLEAU for data visualisation and reporting. This includes creating, maintaining, and updating dashboards and reports to track key performance indicators and support decision-making processes. Provide training and support to other staff on the effective use of TABLEAU, ensuring that all data presented is accurate, up-to-date, and in line with organisational standards.
Ensure proficiency in using the PARIS system (Electronic Patient Record), including maintaining accurate and up-to-date patient records, extracting and analysing patient data, and training other staff on its effective use. This involves adhering to all data protection and confidentiality guidelines while ensuring data integrity and accuracy across the system.
Person Specification
Education
Essential
- Professional secretarial/Admin Qualification, such as BTEC or NVQ4 or equivalent experience of Secretarial/admin procedures working at Executive Director or senior manager level and delivering the key result areas described in the job description
- RSA III or equivalent demonstrable experience of typing
- Knowledge of specialist functional / healthcare terms
Desirable
- Educated to advanced level or equivalent
- Secretarial training
- Knowledge of Medical / Healthcare Terminology
Experience
Essential
- Experience of working as a Personal Assistant at Executive Director or Senior Manager level, (or demonstrable transferrable skill set) including: oPrioritisation of work streams and delivery to challenging deadlines oEffective and efficient electronic diary/inbox management (Outlook) oHandling various telephone enquiries oOrganise and support various meetings and events oAudio and copy typing, taking and transcribing dictation oproducing clear and accurate documents oReceiving visitors in a friendly and efficient manner oTaking and producing accurate minutes oInterpreting and collation of data into a standard format oRecording budget information oSearching, identifying and downloading appropriate information from the internet. oRetrieving information from available sources oManaging/maintaining a file system both ...
