Personal Assistant to Deputy Director of Nursing
Job overview
The post holder will provide a high standard of comprehensive secretarial and administrative to support the Deputy Chief Nurses (and provide support to members of the Senior Nursing Team when required). The post holder will provide a quality and responsive personal assistant service including complex diary management and extensive minute taking.
Main duties of the job
This department is very busy and the work, at times, very pressurised, particularly when having to arrange urgent meetings and minuting unexpected meetings. The post holder should be adept, confident, and flexible to meet the ever-changing demands of the directors.
You will need to be able to use your initiative and plan your own workload in a way that supports the Senior Nursing Team and the wider Executive Team / Trust. Therefore, it is essential that a close working relationship and cover arrangements exist between the post holder and other Personal Assistants supporting other members of the Senior Nursing Team Executive Management Team to ensure a seamless service is provided at all times.
In addition, you will be expected to exercise judgement and initiative when communicating with other senior managers, Trusts and outside agencies, and to act as a focal point for queries on behalf of and in the absence of Directors. A confident and engaging telephone/email manner and the ability to act in a proactive manner are essential.The role will involve working independently, supporting the allocated Directors in managing complex relationships with external and internal stakeholders and will require a significant level of interpersonal skill.
Working for our organisation
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
CompassionAccountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Detailed job description and main responsibilities
The post holder must be comfortable working with varied professional groups.
At all times the post holder will be dealing with matters of a highly confidential and sensitive nature which should not be divulged to another or discussed with other colleagues unless absolutely necessary.
The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion.
Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.
Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints.
Act as first point of contact for all communications and deal with all such communications appropriately, including exchange of sensitive information.
Maintain constructive relationships with a broad range of internal and external stakeholders.
To provide a comprehensive Personal Assistant service, including secretarial service, to the Deputy Directors of Nursing to enable them to carry out their duties in an effective and efficient manner.
Prepare and distribute agendas and papers for formal committee meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken.This is a key part of the role and the post holder must be confident and capable of taking minutes at committee and board level.
Organise/co-ordinate events as required (organising the venues, catering, delegate packs, attendee lists, etc) for conferences, workshops and training days.
Work closely with the other staff to ensure that there is cover for the Senior Nursing Team during any planned absences, as well as co-ordinating with other staff as appropriate.
Provide specific support to the Directors with the administration of the Appraisal process, other regulations and processes.
Respond to all queries, correspondence and telephone calls received in the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Director(s) as appropriate with any relevant.
supporting information.
Receive and screen all incoming mail, obtaining any relevant background information. On behalf of the Director(s) prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary, ensuring that delegated ‘Heads of’ draft an appropriate response, setting deadlines to ensure the Director(s) has sufficient time to review draft.
Manage emails, ensuring briefings and follow up actions take place and deadlines met. Manage the Director’s email housekeeping.
Sign post on behalf of the Director(s), in their absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the Trust in order to meet deadlines, provide solutions and avoid disruptions.
Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.
Effectively manage diaries; prioritising meetings/appointments, as necessary, ensuring the Directors have sufficient work/reflective time.
Organise conferences/events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.
Undertake specific project work as requested by the Director(s).
Ensure that the Directors are appropriately briefed in advance of scheduled meetings/events, responsibilities will include:
Obtaining briefings from senior staff within the Trust and other sources, as appropriate.Gathering and extracting information from a range of sources.
Researching and preparing presentations.
Interpreting results.
Completing progress reports, as directed.
Co-ordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Director(s) have relevant information.
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.
Maintain an effective “bring forward” system, ensuring the Directors receive papers etc.at appropriate times and that deadlines are adhered to and action is taken as appropriate.
Establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
Optimise IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.
Work independently on all aspects of the role, managing own workload and exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance.
Assist other staff at all levels in the use and development of office machinery and equipment and the use of specific IT applications to support their work and the development of their skills set.
Person specification
Educations, Training and Qualifications
Essential criteria- Educated to GCSE Level Education or equivalent.
- IT skills or equivalent experience, i.e., Microsoft Word, Excel, PowerPoint & Outlook,
- NVQ III Business Administration or equivalent
- Level Education or equivalent. X RSA II – III Typing
- Shorthand
Knowledge and Experience
Essential criteria- Substantial previous secretarial/administrative experience
- IT skills or equivalent experience, i.e., Microsoft Word, Excel, PowerPoint & Outlook,
- Previous employment within the NHS
Skills
Essential criteria- Effective communication skills
- Ability to work on own initiative and work without supervision
- Work well under pressure and to work to deadlines
- Knowledge of full range of secretarial procedures
- Able to participate as part of a team
- Able to handle sensitive information and be discreet and reassuring
- Demonstrate effective organisational skills.
At Northampton General Hospital we provide general acute services and hyper-acute stroke, vascular and renal services to people living in Northamptonshire. As well as this we are an accredited cancer centre and provide cancer services to a wider population of Northamptonshire and parts of Buckinghamshire.
We are proud to be the first hospital in the UK to have obtained Pathway to Excellence® designated accreditation from the American nurses credentialing centre (ANCC).
We celebrate staff achievements and value the importance of working as one big team. That’s why we talk about Team NGH. It’s all about working together to provide the best possible care for our patients and supporting each other to grow and develop our skills.We are driven to helping you to be the best you can be.
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Apply today and join the largest family in Northamptonshire.
Our Excellence Values:
- Compassion
- Respect
- Integrity
- Courageous
- Accountable
To apply for this post, scroll down to the bottom of this page and select “apply online now”.
In submitting an application form, you authorise Northampton General Hospital to confirm any previous NHS service details via the Electronic Staff Record Inter Authority Transfer process should you be appointed to the post.
Due to the high number of applications received we are unable to respond to each application individually. If you have not been contacted within 4 weeks of the closing date you have been unsuccessful in this application.
For further information on nursing, apprenticeships, A&E or any other departments please visit our specific website or pages that are indicated on the right hand side of this advert.
Northampton General Hospital NHS Trust recognises that staff of differing backgrounds and life experiences enrich our workforce and bring different skills and knowledge. We therefore encourage and welcome applications for our vacancies from all candidates regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
PLEASE NOTE THAT WE RESERVE THE RIGHT TO CLOSE VACANCIES PRIOR TO THE ADVERTISED CLOSING DATE WHEN WE ARE IN RECEIPT OF SUFFICIENT APPLICATIONS