Personal Assistant to the Divisional Director of Operations
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Job summary
To provide high level comprehensive and confidential business and administrative management support to the Divisional Director of Operations/Clinical Support Services. The range and diversity of responsibilities will require the post holder to adopt a flexible approach. The ability to work independently, often under pressure to tight deadlines is essential.
To provide effective support to the Divisional Director of Operations for Clinical Support Services Division and other managers as required by communicating complex and sometimes sensitive information, where required prioritising own and managers` activities using Microsoft Office packages at an advanced level.
Support the management team in producing high quality reports for strategic and operational meetings and supporting the Divisional management team in updating guidelines, policies, and Divisional information.
Main duties of the job
- Responsible for managing complex diaries, using own initiative, and influencing skills to ensure effective time management for the Divisional Director of Operations and other managers as required.
- Organising meetings to include collation of agenda items and paperwork, taking transcribing, and circulating agreed minutes for meetings. Also take responsibility for allocating and tracking of actions as required.
- Undertake any project work as required, including obtaining information from the Internet, collation, and reporting data in order to produce reports, spreadsheets and presentations, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvements.
- To take the lead on promoting the Division via several different social media platforms and create content for digital media campaigns.
- To manage the organisation of functions, workshops, conferences, and ad-hoc events, including selection of venue, provision or materials and management of invitation selection and delegate attendance.
- Commonly relating with patients, users of services and the public, staff of all levels, senior managers, and executives.
- Generating of diagnostic reports from EI PACS.
- Tracking of performance of modality KPI's and reporting figures.
- Liaise with external stakeholders.
- Responsible for recruitment processes for key jobs within the Division.
About us
Blackpool Teaching Hospitals NHS Foundation Trust is a large, integrated provider of acute and community services to the 445,000 population of the Fylde coast health economy and the estimated 11 million visitors to the seaside town of Blackpool. With patients and families at the heart of all we do, we are committed to creating a culture that empowers our staff and inspires us all to deliver first class clinical care. We form a central part of the Healthier Fylde Coast Integrated Care Partnership and our progressive approach to partnership working in the area provides an enviable opportunity to redesign and deliver services that meet the challenges of today's health system.
We are not underestimating the challenges facing today's health system but believe there are the foundations here in Blackpool to deliver truly excellent, integrated services that can make a major impact on the lives of the thousands of people we serve.
We recommend that all individuals employed in patient facing roles, or those located on a ward or department where patients receive a service should be fully vaccinated against COVID-19.
Job description
Job responsibilities
Please ensure you have read through the attached Job Description and Person Specification before submitting your application.
Job description
Job responsibilities
Please ensure you have read through the attached Job Description and Person Specification before submitting your application.
Person Specification
Qualifications
Essential
- Bsc Business Administration or working towards, or demonstrable experience
Desirable
- ECDL qualification
Previous experience
Essential
- A professional Secretary or PA with experience of working at a senior level
- Liaison with number of internal/external agencies and senior members of staff
- Experience of setting up, implementing, and monitoring systems/processes that ensure the smooth functioning of a team
Desirable
- Experience of using Trust software systems
- NHS Experience and sound knowledge of NHS systems
Knowledge
Essential
- Able to analyse data to identify trends
- Working knowledge of the Data protection Act and patient confidentiality
Desirable
- Experience of and understanding of Clinical Support Division`s services
- Demonstrable understanding of Divisional Governance requirements
Skills
Essential
- Ability to work as part of a team
- Excellent time management and organisational skills
- Ability to relate & communicate with people at all levels, to liaise with senior colleagues and a range of external stakeholders with confidence
Values and Behaviours
Essential
- Be people centred: always team player, always honest, always striving to communicate effectively
- Positive: always reflecting about the impact of own attitude and behaviours upon the service
Person Specification
Qualifications
Essential
- Bsc Business Administration or working towards, or demonstrable experience
Desirable
- ECDL qualification
Previous experience
Essential
- A professional Secretary or PA with experience of working at a senior level
- Liaison with number of internal/external agencies and senior members of staff
- Experience of setting up, implementing, and monitoring systems/processes that ensure the smooth functioning of a team
Desirable
- Experience of using Trust software systems
- NHS Experience and sound knowledge of NHS systems
Knowledge
Essential
- Able to analyse data to identify trends
- Working knowledge of the Data protection Act and patient confidentiality
Desirable
- Experience of and understanding of Clinical Support Division`s services
- Demonstrable understanding of Divisional Governance requirements
Skills
Essential
- Ability to work as part of a team
- Excellent time management and organisational skills
- Ability to relate & communicate with people at all levels, to liaise with senior colleagues and a range of external stakeholders with confidence
Values and Behaviours
Essential
- Be people centred: always team player, always honest, always striving to communicate effectively
- Positive: always reflecting about the impact of own attitude and behaviours upon the service
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .
Additional information
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .
Employer details
Employer name
Blackpool Teaching Hospitals NHS Foundation Trust
Address
Victoria Hospital
Whinney Heys Road
Blackpool
FY3 8NR
Employer's website