Personal Assistant to Chief Nurse - NHS (b4)

Job Description

Personal Assistant to Chief NurseLocation: NottinghamJob Type: TemporaryDuration of booking: Expected to last 4 to 6 monthsProposed start date: ASAPSector: HealthcareBase: HospitalBand: 4Pay Rates: £11.00 - £12.00 paye per hour£12.00 - £13.00 paye inclusive of holiday pay per hour£13.00 - £14.00 umbrella per hourDepending on skill and experienceWorking Days and Hours: Monday to Friday, 37.5 hours, 08.30-16.30 or 09.00-17.00Job Summary

• To provide a high standard of administrative and secretarial support to the Chief Nurse, ensuring a professional, efficient and confidential service at all times in order to ensure that the working life of the Chief Nurse runs as smoothly as possible.
• The post holder will need to work autonomously and will be responsible for implementing administrative processes to support the effective running of the Chief Nurses office.
• To be responsible for ensuring daily management of diary, emails, telephone calls and other correspondence is dealt with in a timely manner. To maintain an efficient filing system, typing correspondence and other papers; arranging regular and adhoc meetingsand taking clear and concise notes and minutes of meetings as required.
• Responsible for ensuring progress on actions are delivered by the Chief Nurse within agreed timescales, dealing with matters often in the Chief Nurses absence.

Duties

• To present a professional, welcoming and helpful image to staff, other organisations, the public and press.
• To provide secretarial and administrative support primarily to the Chief Nurse and to other members of the Corporate Nursing Team as required
• To be aware of the environment within which the Trust operates so as to ensure the effective and appropriate use of the Chief Nurses time through prioritising appointments, dealing with correspondence and dealing with senior staff from the NHS and otherorganisations.
• To manage the diary of the Chief Nurse, co-ordinating and prioritising appointments taking the initiative where appropriate to rearrange meetings to ensure best use of time and raising instances where priorities conflict. The post holder will ensure thatthe purpose of meetings and other appointments are always clearly stated and ensure that there is effective communication to all relevant parties. To make all the necessary arrangements including travel.
• To ensure that all paperwork is efficiently and effectively dealt with including operating a bring forward system; ensuring all necessary paperwork is available when required.
• To maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up actions prior to the meeting taking place.
• To manage all incoming and outgoing mail on behalf of the Chief Nurse. To distribute mail for action, prepare draft responses, follow up action and make a record of any action taken.
• To review and action all incoming electronic mail messages on behalf of the Chief Nurse in a timely manner.
• Ensure all communication is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, in the absence of the Chief Nurse.
• To type correspondence, reports and other documents to a high standard and with due respect for confidentiality and corporate style.
• To research and prepare agendas, distribute papers and minute meetings when required.
• To deal with queries and complaints from patients and/or their relatives, who may be upset or aggressive, in a sensitive, caring and professional manner, ensuring confidentiality at all times. Liaising with the Patient Feedback Co-ordinators to ensure queriesand complaints are investigated and followed up.
• To develop and maintain close collaboration and co-operation with all Executive Director secretaries, ensuring that there are consistent administrative and IT systems, a common approach to developing skills and corporate standards.
• To organise meetings which may involve co-ordinating the diaries of a number of senior staff from within and outside the Trust. This will include booking suitable venues, ordering refreshments, presentation aids, etc.
• To assist the Assistant Directors of Nursing with the recruitment and selection of the Clerical and secretarial staff within the department when necessary.
• To maintain and continually develop office systems and procedures to ensure the efficient and effective running of the Chief Nurse office.
• To oversee the effective working of all IT support within the office including shared drives, document sharing and effective use of Outlook.
• To maintain and develop comprehensive filing systems, both paper and electronic for the Chief Nurse.
• To assist in the preparation of presentations for the department.
• To maintain overview of the office time sheets, annual leave and sickness.
• To provide cover for the Trust HQ reception during allotted timeslots for Corporate Nursing
• To undertake specific project and ad hoc work on behalf of the Chief Nurse.
• To assist in the organisation of corporate events, liaising with outside agencies, booking venues, speakers and refreshments.

Qualifications, Skills and Experience

• Educated to A level or equivalent
• Evidence of good written English and mathematics
• RSA2 typing or equivalent
• Knowledge of straightforward statistical analysis
• Working as a personal secretary to a senior executive
• Working at a similar level in a large and complex organisation
• Substantial Administration experience

QuestionsDo you have experience working as a Personal Assistant in the NHSDo you have experience working as a Personal Assistant in the healthcare sectorDo you have experience working as a Personal Assistant to a Chief of NursingAre you looking for temporary workDo you meet the criteria above and available to start immediately

Keyskills :
Administration DutiesSecretarial SkillsTypingMeeting PlanningExecutive Support