We are a progressive, busy and expanding team who manage the Acute Floor Directorate at UHSussex. We are looking for a Directorate PA for to provide a high quality, effective and flexible administrative services. This role is based at the Royal Sussex County Hospital in Brighton. This role is a key member of the Directorate's Management Team, working towards the achievement of the NHS Constitution Standards and patient access targets for the Directorate.
Acting as the first point of contact between the Directorate and the Trust and other internal and external agencies at both local and national level and communicating across the Trust with all levels of staff within all professional groups: medical, nursing, clinical, support staff and other members of the multi-disciplinary teams.Main duties of the job
Act as the central communication and information co-ordinator to the Directorate promoting efficient and accurate information throughout on a Directorate, Departmental and Trust-wide basis, working closely with the General and Operational Managers. This role would be ideal for a highly motivated and experienced administrator / PA with a track record of complex administration processing problems and successfully implementing solutions within an operational service environment.
We are a busy directorate with varying demands and priorities, it is essential you are able to be responsive to the changes and challenges, working autonomously with competing demands.About us
Join us atUHSussex, every day is different, you can be the change, better neverstops
AtUHSussexwe're proud to be at the heart of the NHS. As one of theUK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Improving lives:We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put ourPatient First.Our mission is summed up by our 'where better never stops' motto and no matter the role atUHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex.We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourwellbeing programmefor staff which is extensive and designed to support you when you need itbecausewe know that to look after others we must first look after ourselves.
Build a career with us: As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you doJob descriptionJob responsibilitiesCommunication
Service Delivery and Improvement
- Act as the first point of contact between the Directorate and the Trust and other internal and external agencies at both local and national level.
- Deal with enquiries from patients, members of the public, press and members of staff. Assess calls and enquiries for urgency and priority and forward calls, where appropriate.
- General admistrative duties to support the effective running of the directorate.
- Receive visitors and deal with their requests, as appropriate.
- Communicate across the Trust with all levels of staff within all professional groups: medical, nursing, clinical, support staff and other members of the multi-disciplinary teams.
- Receive and, with appropriate advice, communicate information of a highly sensitive or contentious nature being tactful and diplomatic and aware of barriers to communication that may exist or arise.
- Act as the central communication and information co-ordinator to the Directorate promoting efficient and accurate information throughout on a Directorate, Departmental and Trust-wide basis, working closely with the General and Operational Managers.
- Communicate in a polite and confident manner to all enquiries received, demonstrating respect, compassion and empathy at all times.
- Responsible for ensuring mechanisms are in place for effective team briefings and communication cascades.
- Promote and ensure good customer relations with external visitors and neighbouring Divisions/Departments.
People Management and Development
- Provide a responsive and efficient administrative and secretarial support to the Divisional Management Team to include typing of correspondence (in various formats), reports, visual presentations, handouts, filing, photocopying etc. whilst maintain confidentiality at all times.
- Develop and maintain confidential filing systems, manage appointments for the Divisional Management Team, maintain diaries for the Directorate Management Team and implement procedures to improve the efficient and effective operational administration of the office.
- Ensure robust systems of information management are in place, including filing structures, retention and destruction, in accordance with relevant policies and strategies.
- Undertake internet research and acquire and disseminate information to others as directed.
- Manage the Directorate teams e-mail and postal correspondence, responding to routine enquiries appropriately.
- Act on behalf of the Directorate team in dealing with routine issues to interpret and distribute information to staff, other departments, or other senior managers as appropriate and to collate responses and forward these within the appropriate deadlines.
- Support the production of Directorate reports to the Trust Board, and other forums and ad hoc reports on behalf of the Directorate.
- Validate, code and raise invoices and set up purchase orders where required.
- Co-ordinate the Directorate Management Teams diaries using a bring-forward system to ensure necessary papers are available as required and that deadlines are met while prioritising and juggling other commitments.
- Maintain the diaries, ensuring that all arrangements for meetings, travel and accommodation are scheduled appropriately.
- Ensure with colleagues that all meetings are covered adequately and take responsibility for tracking membership of groups and updating distribution lists accordingly.
- Be responsible for the arrangement, co-ordination of attendance and communication of dates for the Directorate meetings, as well as the timely distribution of agendas and appropriate papers for these meetings. Track progress against any agreed actions and update action tracker accordingly.
- In conjunction with the Directorate Management Team or delegated officers, assist with project work as directed and where required, lead and be responsible for specific projects as delegated by the Divisional Director of Operations.
- Design and maintain both simple and complex databases for use by administrative colleagues and management. Manage the expansion of existing, complex databases while they remain in frequent use.
- Assist the Management Team in co-ordinating the Directorate objectives & work-plan via the monthly meetings whilst ensuring deadlines are met including collation of information and development of visual presentations.
- Create systems and processes that will ensure that the Directorate Management Team conducts its business in accordance with corporate assurance processes.
- Ensure that any papers produced by the Directorate are compliant with the Corporate branding and using the agreed templates. Be responsible for tracking decision making processes to ensure auditable governance records are available as required.
- Support divisional recruitment processes where required.
- Open all mail into the office, sort and distribute using judgement and experience to decide which documents require immediate attention.
- Organise own work tasks and be able to prioritise own workload.
- Ensure information returns required by the Trust, external organisations and other partner organisations are delivered and are timely, accurate and presented to a high standard.
- Continuous audit of the use of information systems and processes required to assure the smooth running of the Directorate.
- Co-ordinate the bookings for divisional offices.
Patient Care Delivery
- Under the direction of the Directorate Management Team, access and maintain local personal files for Directorate staff.
- Create and maintain an annual leave chart for the Directorate Management Team to ensure visibility of senior leadership cover at all times.
- Support the Directorate Management Team in the communication and escalation of data regarding appraisal and mandatory training compliance (amongst other workforce information).
- Be responsible for the timely distribution of Medical Device Alerts and for collating responses, forwarding a single reply on behalf of the Directorate summarising action taken.
- On behalf of the Directorate Management Team, update the Directorate risk register with information supplied by Divisional Leaders.
- Degree level qualification or equivalent gained through work experience/ combination of work and other qualifications.
Employer detailsEmployer name
- Excellent organisational skills.
- Ability to work under pressure and meet deadlines in tight timescales.
University Hospitals Sussex NHS Foundation Trust (279)Address
Royal Sussex County Hospital
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