About this role
Job summary
This is an exciting and dynamic portfolio role, which requires excellent administrative and coordinative skills to support the delivery of the Chief Medical Officers programme of work. The post holder will provide direct administrative support to the Medical Directorate, the Medical Revalidation & Appraisal function, the Job Planning function, The Guardian of Safe Working and the Trust's Getting It Right First Time (GIRFT) programme. All of which are part of the Chief Medical Officer (CMO) portfolio.
The post holder will provide personal assistant support to our team of Deputy Chief Medical Officers (DCMOs) in their administrative duties including managing diaries, managing systems, arranging and attending meetings, taking effective minutes/action notes and supporting the administrative side of the CMO portfolio.
The post holder will also support the day to day running of the GIRFT and Medical Revalidation & Appraisal functions, working closely with our Medical Revalidation & Job Planning Officers to ensure the system supports our medical colleagues through their appraisal and revalidation process.
The post may also contribute to other areas of work as required where delivery responsibility may be outside of our portfolio; therefore, the role requires excellent communication skills to influence stakeholders from across a range of staffing groups.
Main duties of the job
Main duties include providing personal assistant support to and managing the commitments of the Deputy Chief Medical Officers through efficient diary management. Effective collaboration with all relevant personnel to maintain an effective administration system; prompt transcription where required, manipulation and distribution of appropriate correspondence. Organising and attending DCMO chaired meetings, taking and transcribing minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at the appropriate level.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
About us
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create anenvironment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description Job responsibilities
Providing administrative support to the CMO portfolio work/project work as required by the Medical Directorate Business Manager, including collation and reporting of 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. To plan, organise and implement the clerical and administrative processes of the Medical Directorate, Medical Revalidation & Appraisal function and job planning function where required, demonstrating effective office skills. Including the preparation of documents for presentation (e.g. PowerPoint Slides) for the Medical Directorate Trust wide clinical meetings. To plan, organise and implement the clerical and administrative processes of the Guardian of Safe Working Function, working in collaboration with the People Directorate/Medical Workforce. Support and deliver project work with Business Manager and wider Medical Directorate team. Supporting the Medical Revalidation & Appraisal and Job Planning systems where appropriate and required; to organise, manage and maintain the use of information systems ensuring the Trust meets quality and performance standards. Supporting Revalidation and Appraisal and Job Planning functions with day-to-day system support, including but not limited to, updating the electronic system with new GMC submission dates, appraisal Data Packs, Updating Prescribed Connection Database with completed appraisals, adhoc update of TrustNav, management of general enquires in generic inboxes for Job Planning & Medical Revalidation & Appraisals, and set up 360 Feedback for doctors. Lead on the GIRFT administrative function for the Trust, working collaboratively with Clinical Groups and external regional GIRFT managers to ensure all GIRFT meetings are planned, coordinated, organised and delivered effectively. Manage orders, requisitions and invoices as appropriate for the directorate including the Operational Delivery Networks where required. Support the Medical Workforce Group with organising meetings, attending meetings, taking and transcribing minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level. To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary Set up and maintain effective office systems and procedures to support the efficient running of the work of the team. Undertake filing and photocopying as necessary ensuring all relevant documents are accurately and appropriately archived. Ensure that all relevant papers are available for meetings. Maintain an awareness of current issues within the Trust ensuring that key personnel receive appropriate and timely communication. In a courteous and professional manner, respond positively and promptly to enquires and incoming calls (for example during consultant interview processes). Take the appropriate course of action as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable. Deal with staff, managers from internal and external organisations in a professional and courteous manner, therefore, maintaining effective communication on behalf of the Medical Directorate team. Provide full meeting facilitation for a number of meetings which may include Medical Senior Medical Team (SMT) Meetings, Clinical Leads Meetings, Consultant Meetings, Medical Workforce Committee and other meetings required to support the Medical Directorate Business Manager and Executive Assistant. Keeping the DCMO personal files up to date (i.e. course applications, completed course certifications, professional leave applications), as delegated by the CMO. Undertaking appropriate staff training and development as required. Any other reasonable duties as requested.
For further details please see the attached job description.
Person Specification
Qualifications Essential
oDegree or equivalent level experience oNVQ Level 4 in Business Management or equivalent relevant experience (such as Administrative and Clerical) or working towards, or Diploma. oRecognised qualifications in literacy and numeracy (minimum GCSE English and Mathematics or equivalent) oEvidence of continuing professional development
Experience Essential
oPrevious admin experience within the NHS and or public sector. oExperience working in a senior administrative/ secretarial post preferably within a health care setting oExperience of producing documents to a high standard of presentation with good accuracy oExperience of minute taking and managing multiple meetings. oExperience of working in a busy administrative environment. oExperience in a customer facing role. oDecision Making and resolving work related issues oExperience of maintaining detailed database and spreadsheet information and staff record systems. oAdvanced decision making and resolving complex work-related issues. oManaging the workload of a team.
Desirable
oExperience of using electronic staff record (ESR). oExperience in project management oExperience in coordination of site visits
Knowledge Essential
oExcellent understanding of general office working procedures and people management. oThorough working knowledge of administrative and secretarial processes e.g. electronic filing systems and formatting documents/reports oIn depth knowledge and advanced experience of Microsoft Office applications, e.g. Word, Excel, Powerpoint, Outlook. oKnowledge of creating records, filing systems and database management
Desirable
oKnowledge of using Electronic Staff Record and TRAC oAwareness of current issues within the NHS oKnowledge of Job Planning and/or Medical Revalidation oAwareness of GIRFT
Skills Essential
oHigh quality organisational and administrative skills oExcellent diary management skills oProven record of planning (wide scale), change management and administration skills oAbility to manage meetings, producing agendas, minutes and action/decision logs at senior level. oAbility to work to tight deadlines and deal with conflicting demands oAble to deal with confidential and sensitive issues with tact and diplomacy at all times. oExcellent communication skills with a wide range of people and organisations, at Director level, both face-to-face and on the telephone. oAble to persuade, negotiate and influence others. oAbility to communicate effectively and to promote a positive impression of the Medical Directorate. oAbility to learn quickly and develop an understanding of trust policies and procedures. oAbility to consistently deliver a client focussed service, which promotes good customer service and effective working relationships. oAbility to work on own initiative, work under pressure and prioritise own workload - managing time effectively oAbility to manage diverse workload whilst dealing with frequent interruptions. oAdvanced keyboard skills oAbility to concentrate on complex tasks (including typing complicated documents and recording minutes of meetings) in a busy and sometimes noisy office with frequent interruptions without the quality of work being affected.
Commitment to Trust Values and Behaviours Essential
oMust be able to demonstrate behaviours consistent with the Trust's values. o(As detailed in UHCW's Values in Action document below)
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 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 University Hospitals Coventry and Warwickshire NHS Trust
Address UHCW NHS Trust
Clifford Bridge Road
Coventry
CV2 2DX
United Kingdom
Employer's website https://www.jobsatuhcw.co.uk (Opens in a new tab)