Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

Key responsibilities will include: 

Planning and Organizing:

•      Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate. Additionally, to attend any other meetings to take minutes as directed by line manager

•      Ensure that documentation relating to the projects is up to date, well-maintained and securely held.

•      Organise and produce reports, papers, presentations and other similar documentation in accordance with organisational timeframes and requirements. These may cover, but are not limited to the quality, safety or health, safety and risk agendas.

•      Provide effective diary management, ensuring that appointments are planned and coordinated, and run to schedule. Use independent judgement to prioritise the high level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities or project plans.

•      Provide high quality support to meeting to ensure they are managed and delivered effectively including organising, attending and minuting ad hoc meetings and Corporate and/or Divisional wide events, sending calendar invites, identifying and securing suitable facilities and ensuring that the needs of the attendees are catered for the duration of the event. This will include arranging the meeting preparing agendas, papers, meeting rooms and hospitality if required.  

•      Support the management of activities, gathering information, updating documentation and undertaking enquiries as necessary for the activities lead.

•      Understand, highlight and document activities risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly.

•      Working closely with the Quality Lead as needed to ensure that cross-directorate needs surrounding documentation and support are covered. Covering annual leave and meetings when required.

•      To work closely with the Chief Nursing Officers directorate and Senior Leadership Team as needed; providing support and undertaking ad-hoc duties when required.

•      Managing internal and external enquiries and to present complex information succinctly in a range of formats, including verbally and through use of technology and re-directing these as appropriate.

•      To organise the nursing conference and work with the senior nursing group to plan, action and deliver the programme

Service Improvement 

•      Assist with the setting up and management of effective business processes to facilitate the smooth running of the Nursing directorate.

•      Develop and implement robust work processes and systems to ensure timely delivery against deadlines.

•      Work closely with other team members to improve current practices and processes to achieve best possible outcomes.

•      Support the team on the timely capture of lessons   learnt following critical incidents and programmes of work

•      Develop and maintain effective electronic filing systems to ensure information is kept securely and is accessible.

•      Act as a contact point, dealing with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate people sensitively and autonomously.

•      Handle significant quantities of confidential and sensitive information, always ensuring the appropriate degree of confidentially and discretion is adopted at all times.

•      Work with all team members in the collection of information for performance reporting on relevant team projects. Including supporting the reporting and analysis of information to support delivery of reports for the board and senior management as required

•      Use initiative to a significant level and demonstrate attention to detail in all aspects of work, managing competing demands and priorities.

•      Working with external parties as needed as part of their role.

•      Supporting in project management and participating in events.

Other Responsibilities

•       Responsible for managing own workload and to work independently and as part of a team. 

•       Working closely with Administrative staff within the Trust to provide an effective network of communication. 

•       Ad hoc duties to be undertaken e.g. photocopying, filing and electronic storage of records.

•       To ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

•       To provide leadership through the knowledge and application of Information Governance policies and procedures when dealing with all forms of communications in the Executive’s office  

•       To maximise organisational skills to ensure systems and processes are in place to stay on top of communications across this large portfolio of services.

•       Make sound judgement when faced with a range of information relating to clinical and non-clinical situations and exercising analytical skills to explore the range of options and to ensure matters are relayed to the appropriate person in a timely manner.

•       To provide high quality speedy and accurate typed information, including proof reading and amending reports and letters and ensuring compliance with corporate guidelines.  

•       To deal independently with routine yet complex business matters in a professional and prompt manner without reference to the Directors.

•       To contribute actively in the promotion of respect for diversity and inclusive of all individuals, to promote the valued image of people who use Trust services, challenge stigma and uphold the Trust Visions and Values.

•       To be responsible for own VDU workplace assessment and health and safety surveillance.

•       Undertake any other reasonable duties as requested by the line manager.

•       Adhering to the Trusts New Ways of Working – office based for a minimum of 3 days.