Job summary
- Main area
- Diagnostics Therapeutics and Cancer Services
- Grade
- NHS AfC: Band 4
- Contract
- Fixed term: 12 months (Secondment will also be considered for internal applicants)
- Hours
- Full time
- Part time
- Flexible working
- Job ref
- 323-AC0981-JN
- Employer
- Ashford and St. Peter's Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- St. Peter's Hospital
- Town
- Chertsey
- Salary
- £26,405 - £28,976 pa inc. HCAS
- Salary period
- Yearly
- Closing
- 21/05/2024 23:59
Employer heading
Divisional PA, Diagnostics, Therapeutics and Cancer Services
NHS AfC: Band 4
Job overview
- To provide comprehensive confidential and professional administrative and secretarial service to the Triumvirate of the DTC division - Associate Director of Operations (ADO), Divisional Professional Lead (DPL) and Divisional Director (DD)
- Ensuring that all work is dealt with promptly and efficiently and in accordance with the Trust’s Policies and Procedures. A high degree of sensitivity and confidentiality is
Support ADO and Programme/Project colleagues in delivery of Divisional strategic projects.
Main duties of the job
To provide a full, high quality secretarial service to the Triumvirate of the DTC division: Associate Director of Operations (ADO), Divisional Professional Lead (DPL) and Divisional Director (DD) and Management Team
- Act as Personal Assistant providing a comprehensive administrative and secretarial service including (but not limited to):
- Diary management and arranging of meetings
- Management of incoming and outgoing written and e-mail correspondence
- Management of incoming telephone calls and prompt message handling
- Drafting replies to correspondence and taking follow up action, as directed
- Copying and circulation of documents
- Complete payroll, expenses and mileages returns
- ERFs for the portfolio of managers
- Writing minutes, drafting agendas and maintaining action trackers
- Efficient and courteous handling of all personal and telephone calls to the office
Working for our organisation
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
This is an exciting time to join our Trust, as we work on the expansion of our theatres at Ashford Hospital and move towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures; with care delivered by dedicated, specialist teams in a modern and well-equipped environment.
We hope to use this centre to create an environment of learning and to facilitate training of the next generation of our skilled NHS workforce. Our plans are ambitious - why not, come and be a part of our journey.
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Detailed job description and main responsibilities
To provide a full, high quality secretarial service to the Triumvirate of the DTC division: Associate Director of Operations (ADO), Divisional Professional Lead (DPL) and Divisional Director (DD) and Management Team
- Act as Personal Assistant providing a comprehensive administrative and secretarial service including (but not limited to):
- Diary management and arranging of meetings
- Management of incoming and outgoing written and e-mail correspondence
- Management of incoming telephone calls and prompt message handling
- Drafting replies to correspondence and taking follow up action, as directed
- Copying and circulation of documents
- Complete payroll, expenses and mileages returns
- ERFs for the portfolio of managers
- Writing minutes, drafting agendas and maintaining action trackers
- Efficient and courteous handling of all personal and telephone calls to the office
- Responsible for setting up, collating agenda, circulating documents, minute taking and dissemination for monthly Divisional Management Board and other Division meetings (such as Cancer Board) organised/chaired by ADO, DPL, DD or other senior Divisional colleagues.
- To be responsible for designing and managing the administration of special projects as required by the Division. This may involve significant liaison and consultation, the setting up of systems and databases and the formulation of progress
- Organise specific internal or external events as
- Develop and manage computer spreadsheets and databases, as appropriate, to support the effective functioning of the
- Provide other administrative support for the Triumvirate and other members of DTC Management team as required.
- Compile and maintain the weekly Bed Management Rota.
- Maintain the leave diary/calendar of the Division, advising the ADO of any potential difficulties with leave
- Ordering and maintaining departmental stationery supplies via Oracle.
- Maintenance of department photograph and notice boards.
- Support the maintaining of online material / divisional website and webpages
- Any other duties which may be required by the Division in keeping with the broad range of responsibilities pertaining to the post
- Able to access and manage Evolve and PatientCentre
- Able to access and support on ESR
Person specification
Qualifications
Essential criteria
- • Good general education – attained GCSE Grade C (or equivalent) or above in English Language and Mathematics
- • Secretarial training qualification (e.g. RSA, BTEC) or knowledge gained through experience
Desirable criteria
- • NHS experience
Previous experience in a simlar role
Essential criteria
- Demonstrable practical experience of working in an admin setting.
Good IT skills
Essential criteria
- Good computer skills
Desirable criteria
- Knowledge of Cerner/FirstNet IT systems
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- JohnMcMenamin
- Job title
- Associate Director Operations for DTC
- Email address
- [email protected]
- Telephone number
- 07849701563
- Additional information
Harriet Barker Divisional Clinical Professional Lead [email protected] 07971245680
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