Personal Assistant to Head of Service (XN04)
Job Description
Job summary
The post holder will be accountable for the provision of a comprehensive personal assistant service to the Neurosciences Tri-Team. This will include secretarial activities for example word processing, filing, diary management etc, but will also include developing, maintaining, and managing office and information systems in support of Neurosciences. The post holder will play a key role in preparing agenda, taking, transcribing, and distributing minutes, organising follow up action and ensuring an effective bring forward/briefing system in respect of key documentation required.
Main duties of the job
The post-holder fulfils a key role within Neurosciences and would be expected to carry out a comprehensive range of duties and take a lead role for the department in one or more of the following areas: Health & Safety; staff records management, and implementation of departmental policies and procedures; handling complaints; ordering of stock items; taking responsibility for the recruitment and selection administration process for the team, induction and orientation programmes performance, monitoring of sickness, holidays and other leave and return to work processes.
About us
LTHT is one of the largest providers of specialist hospital services in the country, covering over 100 specialties, many of which are delivered across the region. Around 49% of our patient care income of around £1.2 billion comes from our specialised commissioners, NHS England. The Centre for Neurosciences comprises 6 specialties and we are the regional tertiary centre for spinal surgery, neurosurgery, neurology, neuro-rehabilitation, neurophysiology and stroke. We operate a clinically-led structure, which means that doctors, nurses and other healthcare professionals make the decisions on how we run our services. Our Clinical Service Units (CSUs) deliver all of our services and are led by a triumvirate team, including a Clinical Director, a Head of Nursing or Profession and a General Manager.
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job responsibilities
The post holder will be responsible for: -
Preparing and providing Information to managers and to salaries and wages.
Ensuring correspondence and administrative tasks are aligned to service needs.
Being aware of and assisting with achieving the service standards, targets, and objectives Departmental, Trust and National.
Ensuring that processes/procedures comply with legislative requirements, including Health & Safety, Data Protection, and confidentiality
Knowledge-
An ability to effectively implement, and ensure adherence to, Trust and Departmental policies and procedures associated with the role and the service.
An ability to provide accurate and appropriate non-clinical advice and information to others - colleagues, staff at all levels, patients, and their families.
Appreciation of clinical/operational areas that the service area interacts with.
Understand and adhere to data protection, confidentiality, and copyright laws.
An understanding of the relationship and impact on the service of a range of IT applications.
Skills-
Excellent organisational skills with the ability to work both independently and as part of a team.
Effective supervisory skills, be highly motivated and lead by example to motivate other team members.
Prioritise own workload and, where appropriate, that of the team.
Able to effectively manage a variety of tasks with possibly competing deadlines.
An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.
An ability to accurately transcribe complicated/complex and sensitive tapes/notes notes and type complicated/complex information while subject to frequent interruptions.
Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels, i.e. patients, relatives, colleagues and other health professionals, within the Trust and externally.
An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.
To have an adaptable and flexible approach to working hours and practices.
Must be tactful and diplomatic.
Appropriate typing/IT qualification or equivalent.
To support and sustain the departments practice with efficient administrative protocols, processes, and procedures, in line with service needs.
Experience-
Experience at supervisory/senior secretary/PA level in a health care environment.
An excellent knowledge of managerial procedures and protocols.
A well-developed understanding and knowledge of office-based procedures/ systems and able to implement change and train, where appropriate, the secretarial/clerical team.
Interpretation and analysis of reports, databases, and spreadsheet information.
Well developed knowledge and experience of using a variety of IT applications in a Windows based environment.
Working in a customer focussed environment.
Qualifications-
GCSE (or equivalent) English Language grade C or above.
RSA3 typing/word processing or equivalent.
European Computer Driving Licence (ECDL) is desirable.
6. THE LEEDS WAY VALUES
Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All our 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 high standard of efficient office practice ensuring a quality service is provided.
Demonstrate a customer focussed approach to role.
Professional and flexible approach and attitude.
Understand responsibilities regarding confidentiality.
Commitment to personal development and development of others.
Commitment to being an integral part of the service team this may be a multi-disciplinary team.
Honesty, integrity, and discretion.
7. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)
Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.
By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating, and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.
WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition.
CORE BEHAVIOURS AND SKILLS
Commitment to ensuring work is completed and targets met within the timescales dictated by the Department/Service, Trust and/or external bodies.
Communicate sensitively and effectively.
Respect the privacy, dignity, religious and cultural beliefs of others.
Effective supervisory/managerial skills.
Have the ability to assess and resolve problems within the remit of the role.
Able to adapt to new working practices/processes.
Able to implement and review changes within the working practices/processes of the team.
Flexibility in approach to working hours and working practices.
Able to prioritise workload individual and that of the team, if appropriate.
Ability to manage a variety of tasks and deadlines, achieving required deadlines.
Effective communication skills, verbal and written.
Understand and adhere to Departmental/Service, Trust and NHS processes and protocols.
Continually monitor, review and, where appropriate, suggest/implement changes to improve the working practices and systems.
Demonstrate a ...
