Job summary
The Therapy Directorate is seeking a Personal Assistant to provide a full, confidential, administrative, secretarial service to the Therapy Triumvirate (Clinical Director of Therapies, General Manager and Quality Lead). This requires excellent time management, organisational and communication skills both with internal and external organisations and an adaptable, flexible approach to produce work within required timescales.
Main duties of the job
- To proactively provide support to the Clinical Director of Therapies, General Manager and Quality Lead,
- To manage efficiently the Therapy Triumvirate Microsoft Office diaries. Schedule, making appointments, arranging meetings (both internal and external), booking venues, organising catering and travel arrangements as required, some of which may be multi stranded and complex in nature and involve the formulation and adjustment of plans.
- To receive and prioritise mail, both electronic and hard copy, and wherever possible respond to or delegate for draft response on behalf of the Clinical Director of Therapies, General Manager and Quality Lead, ensuring that all urgent matters are attended to in a timely fashion.
- To draft and type: correspondence, agendas, minutes and reports- prioritising as necessary to ensure that organisational deadlines and priorities are achieved.
- To maintain management health roster for staff annual leave /overtime / on call/ study leave and work pattern changes where required.
- Compilation of monthly key performance reports including activity, workforce, governance and practice development data
- To prepare power point presentations for meetings
- To compile and publish a bi-monthly newsletter for the Therapy directorate
About us
In this year's NHS staff survey, our employees voted to recommend us as an employer, positioning us as the second most recommended NHS Trust in the South East.
Maidstone and Tunbridge Wells NHS Trust is a large acute hospital Trust in the county of Kent.
The Trust provides a full range of general hospital services and some areas of specialist complex care to around 760,000 people living in the south part of West Kent and the north part of East Sussex.
The Trust's core catchment areas are Maidstone and Tunbridge Wells and their surrounding boroughs. We work from two main clinical sites: Maidstone Hospital and Tunbridge Wells Hospital at Pembury. Tunbridge Wells Hospital opened in 2011 and provides single rooms with en-suites for all in-patients - the first of its kind in the country.
We employ more than 7,000 full and part-time staff in a huge range of clinical and non-clinical roles across both of our hospital sites.
Would you like to work flexibly? In the NHS, we are reminded every day of how important life is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.
Job description
Job responsibilities
Once your pre-employment checks have been completed you will be contacted by Recruitment to arrange your start date which will be in line with one of our Corporate Inductions.
Please note that appointment to this post will be subject to a satisfactory Disclosure & Barring Service Check at Standard Level. (Enhanced level now includes regulated checks against vulnerable adults and children).
At MTW, we seek to develop a culture where everyone can reach their full potential with opportunities to grow and develop their career. We recognise and value the unique contributions that each of our staff bring, delivering the best quality care and service to our patients. We are committed to being a diverse employer and strive to reflect everyone in our local communities. We welcome applications from people of diverse backgrounds, perspectives and experiences and celebrate the diversity of thought, viewpoints and ideas that will make our Trust the best place to work.
Interview Date: 14th May 2024
Person Specification
Qualifications
Essential
- Education to Level 3 or equivalent
- Level 2 Maths and English
Experience
Essential
- Minimum of 2 years working in office administration
- Efficient and effective working with common computer programs (Microsoft Word, Excel, Power Point, email)
- Experience of maintaining filing systems
- Experience of handling telephone messages and enquiries
- High standard of verbal and written communication
Desirable
- Extensive knowledge/experience of PA & current office practices
- Understanding of the background to and aims of current healthcare policy/national guidelines/CQC/and appreciate the implications of this engagement
Skills
Essential
- Competence with working on Microsoft office suite.
- Confidential and controversial information will be dealt with at all levels on a daily basis and is expected to be dealt with appropriately and sensitively
- Good organisation and time management skills
- Good telephone and interpersonal skills in order to communicate effectively with patients and healthcare professionals
- Able to work under pressure
- Administrative skills including minute taking
- Problem solving skills and ability to respond to sudden unexpected demands
- Capability to plan over short timeframes
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.
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 UK Visas and Immigration website (Opens in a new tab).
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. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Maidstone and Tunbridge Wells NHS Trust
Address
Tunbridge Wells Hospital
Tonbridge Road
Tunbridge Wells
TN2 4QJ