Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

Key Responsibilities

1.         Accountable to the Chief Nursing Officer for their comprehensive day to day management, including the management of complex diary commitments, ensuring the smooth running of the office, workflow and schedule.

2.         To act as an interface between front-line staff, people who use services and carers, and prioritise urgent matters as they arise.

3.         To be the first point of contact for the Chief Nursing Officer, managing internal and external enquiries. 

4.         Working with external parties on behalf of the Chief Nursing Officer as part of his role i.e. Care Quality Commission, Royal College of Psychiatrists and Institute for Healthcare Improvement.

5.         Working closely with the Communications Department on behalf of the Chief Nursing Officer in relation to Quality Improvement updates.

6.         Ensuring that Complaint letters are checked and signed by the Chief Nursing Officer in a timely manner.  Copies of the complaints are saved.

7.         To work closely with the Chief Nursing Officer’s team; providing support and undertaking ad-hoc duties when required.

8.         To support the Chief Nursing Officer in reviewing the agenda and matters arising for the Trust Board and Executive Board, to ensure papers are submitted in a timely fashion.

9.         Manage all administrative and PA duties for the Chief Nursing Officer, this will include providing and receiving highly complex and sensitive information, using reassurance and influencing skills to manage communications sensitively with stakeholders.

10.      To act as Minute Secretary with responsibility for drafting agendas, distributions of papers and taking and transcribing comprehensive and accurate minutes and ensuring that relevant actions arising from the meeting are dealt with as appropriate.  Additionally, to attend any other meetings to take minutes as directed by line manager.

11.      Organising, attending and minuting ad hoc in-person as well as virtual 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 includes supporting/communicating with people who services and carers to attend meetings and/or events/interviews etc., preparing agenda, obtaining, compiling and preparing support papers, enabling viewing of meeting documentation to attendees in virtual meetings.  This will include arranging the meeting preparing agendas, papers, Microsoft Teams / Zoom / Other viewing platforms, meeting rooms and hospitality if required.  Actions to be followed up and noted.

12.      Responsible for managing own workload and to work independently and as part of a team.  At times you will be required to cover meetings for Executive PA’s colleagues.

13.      To be the first point of contact for callers to the Executive Office ensuring that calls are dealt with accordingly.  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.

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

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

16.      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 and make recommendations on changes in practice needed in other corporate or divisional areas to ensure consistent compliance.

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

18.      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.

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

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

21.      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.

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

23.      To be responsible for adhering to the Executive Office Ways of Working. 

24.      To liaise with other Executive PA’s, to ensure daily office duties are covered.

25.      To provide cross cover across the administrative function.

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