PA and Data Support Administrator
confidential Posted on 2022-11-18
| Salary | Not mentioned |
|---|---|
| Location | Nottingham |
| Type | Full-time |
Job Description
Band 4
- Full time
- Part time
- Job share
- Flexible working
37.5 hours per week
Job overview
Nottingham University Hospitals Governance Team require PA and data administrator support for the service. Three posts are available. There is opportunity for full or part time and flexible working. The Maternity Governance team, the Midwifery Education team and the Consultant midwife for Quality and Safety are looking for candidates with experience of supporting small teams, providing PA and admin support, and supporting with data management.
Nottingham University Hospitals strive to be outstanding in health outcomes and patient and staff experience. We would be delighted to hear from you to discuss the role. The job description has detailed information about the roles and what we need from you.
Main duties of the job
As a Band 4 PA and Data Support administrator you will ensure our Governance and Education teams are developed and effective and that our systems and resources are used appropriately. You will manage day-to-day responsibilities, team activities and events associated with the team especially those linked to the local and national requirements and standards. The post holder will provide support to team members and accountable parties in the creation and planning of key events and work closely with the team and associated colleagues to ensure planning is executed in a timely manner. The post holder will be responsible for using systems and setting up systems and databases where none previously exist and their ongoing maintenance, and will run reports on ad hoc and regular occasions.
The post holder will have demonstrable expertise in a full range of administrative and organisational policies and procedures, including analytical skills acquired through training and relevant experience.
The post holder will be expected to work flexibly and will be given the autonomy to prioritise work to ensure that team managers are fully briefed, prepared and well supported. The post holder will be expected to seek advice when necessary but will be responsible for managing own area of work.
Working for our organisation
Team NUH prioritise our patients, our people and our population. As part of the small but busy Maternity Governance structure, you would be key support to ensure we manage, record and share our work to internal and external bodies. Our staff at NUH will have a positive and inclusive experience, being competent, engaged, developed and empowered as part of team NUH
Detailed job description and main responsibilities
JOB SUMMARY
The post holder will provide support within the Governance and Education structure and provide team support. The post holder will manage day-to-day responsibilities, team activities and events associated with the team especially those linked to the local and national requirements and standards. The post holder will provide support to team members and accountable parties in the creation and planning of key events and work closely with the team and associated colleagues to ensure planning is executed in a timely manner. The post holder will be responsible for using systems and setting up systems and databases where none previously exist and their ongoing maintenance, and will run reports on ad hoc and regular occasions.
The post holder will have demonstrable expertise in a full range of administrative and organisational policies and procedures, including analytical skills acquired through training and relevant experience.
The post holder will be expected to work flexibly and will be given the autonomy to prioritise work to ensure that team managers are fully briefed, prepared and well supported. The post holder will be expected to seek advice when necessary but will be responsible for managing own area of work.
KEY JOB RESPONSIBILITIES
Routine and Admin responsibilities
- The post holder, on a day to day basis will manage the processes and associated administration of the governance/education structure, including achieving a high standard of administration support services and ensuring staff sickness, absence and annual leave are acknowledge and recorded in line with the trust procedures.
- Provide daily co-ordination and management of electronic diaries, events and activity, receive all forms of communication, ensuring they are prioritised appropriately Utilise an efficient ‘bring forward’ system to ensure senior staff are kept informed of all requirements to support activities, including escalating problems where needed
- Draft agendas for meetings and responses to correspondence.
- Ensure databases kept up to date in an accurate way and be prepared to provide data and reports on a routine and ad-hoc basis, maintain efficient manual and electronic filing systems.
- Advanced keyboard skills are required in order to analyse data, compile reports, appraise and summarise reports and respond to routine daily email correspondence, electronic feedback, review information and data. Be available during normal working hours to deal with team and staff issues and when not available, ensure that systems are in place to allow team members to access required information
Financial Responsibilities:
- Ensure that funding is managed for business critical training and prioritised and distributed in accordance with service needs, in conjunction with team members.
Communication and relationship skills:
- Use excellent communication and interpersonal skills to build relationships and interact with individuals within healthcare at all levels.
- Produce written communications as required which are clear, fluent, concise and easily understood.
- To act as a central point of contact, using a variety of communication methods including via telephone, email and face to face.
- Communicate complex, sensitive information diplomatically and professionally.
- The post holder will be expected to plan and facilitate high level meetings, with a wide range of external organisations/agencies.
- The post holder will support the organisation of events/conferences, speakers, delegates, housekeeping and managing a range of projects.
- There will be a regular requirement to take, transcribe formal minutes, and create reports, documents, and drawings using IT packages (including Word, Excel, Outlook, Power Point, and Publisher), to create reports using advanced keyboard skills.
Analytical & Judgemental Skills:
- To ensure that any tasks relevant to team responsibilities are effectively managed and escalated where necessary.
- Collect, correlate and analyse necessary data, ensuring information is recorded and presented accurately and disseminated appropriately including the need to manage the administrative functions of the programme, liaising with teams and analysing data
- The post holder will be expected to produce analytical reports that demonstrate impact of team work.
- The post holder will be expected to maintain concentration whilst undertaking intense pieces of work, despite having to respond to frequent interruptions and unforeseen events.
Planning & Organisational Skills, Service development:
- Assist in the planning and organisation of feedback systems/activities to include training events, meetings, taking minutes/notes, arranging venues, external training courses and recruitment events, ensuring reporting structures are maintained and managed appropriately.
- Working across a range of team activities, managing and re-arranging when needed.
- To plan, organise and co-ordinate the day to day operations of the team.
- Act as a knowledge resource for others in issues relating to team responsibilities
- Support social media strategy by sharing information posts as much as possible.
- Organise and take key actions from any relevant meetings and keep track of action logs.
Professional Development:
- Take responsibility for personal performance and own development needs in line with development pathway
- Attend mandatory training appropriate to the role and undertake basic workplace assessments to ensure health and safety, infection control guidelines etc. are adhered to.
Person specification
Training & Qualifications
Essential criteria
- GCSE or equivalent in English Language
- GCSE or equivalent in Maths
- Computer literate
Desirable criteria
- Project management skills
Communication and Relationship skills
Essential criteria
- Able to work in a team or independently, able to communicate effectively with all members of the department
- Understanding of patient confidentiality and General Data Protection Regulation
- Must be able to clearly and accurately convey information gathered from both verbal and documented reports. Can complete letters, forms, reports & tables using computerised technology from information collected
- Must be understanding and helpful. Friendly and professional telephone manner. Maintain confidentiality, sensitivity and empathy in communication with patients/colleagues
Experience
Essential criteria
- Good knowledge of Microsoft Office and ability to use Excel to high standard. Experience of producing data reports
- Experience of supporting small teams. Experience of taking and transcribing minutes
Desirable criteria
- Experience of undertaking audit
- Previous experience working in healthcare
Analytical and Judgement skills
Essential criteria
- Able to use judgement to make decisions in order to solve problems/enquiries. Uses own initiative
- Uses resources cost effectively. Works in line with organisational goals and objectives. Ability to remain calm under pressure
Planning and organisation skills
Essential criteria
- Excellent organisation skills with the ability to work to deadline. Demonstrates an ability to organise own work schedule. Demonstrates an ability to delegate and organise work for others. Manages time effectively and displays initiative. Ability to prioritise workload
- Able to effectively manage diaries. Ability to arrange meetings and book rooms/venues. Must be confident to set up rooms for development activity, plus MS Teams meetings.
Physical skills
Essential criteria
- Able to work flexibility across different sites. Ability to move equipment and case notes on occasion. Use of VDU equipment and keyboards
Other requirements specific to the role
Essential criteria
- Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace. . Highly motivated. Demonstrates enthusiasm and a conscientious approach to work, advocating this to others. Displays self-confidence, innovation and positive image. Flexible approach to work
- Remains calm and co-operative under pressure or in difficult and uncertain situations. Gives consistent and stable performance under pressure.
___________________________________________________________________________________
Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.
Covid-19 vaccination: remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We continue to encourage our current and potential colleagues to get vaccinated. For helpful advice and information about the Covid-19 vaccination and how to access visit: https://nottsccg.nhs.uk/covid-19/covid-19-vaccinations/
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements
ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa’s and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service – I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
Company description:
confidential
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