Gynaecology PA/Governance Support Officer *Subject to AFC evaluation*
Band 4
Job overview
We are looking for a personal assistant/Governance support officer to the Divisional General Manager for Gynaecology and Urology.
The post holder will be required to support the following:
To provide a comprehensive and efficient personal assistance service to support the Divisional General Manager, Matron and Clinical Director for Gynaecology.
To co-ordinate and support the Directorate to achieve Trust, Divisional and Directorate governance, health and safety objectives, drivers and targets.
To support the Directorate management team by overseeing deadlines with responsibilities for governance and promoting good quality governance systems within the Directorate.
The post holder should have excellent organisational skills, be able to communicate with all levels of staff and demonstrate significant level of initiative within broad procedural guidelines.
Applicants must have the ability to work on their own initiative, with little supervision, and play an integral role in the wider admin team, as well as offering support to colleagues, and others, where required.
Main duties of the job
To act as a secretary to various meetings, preparing agendas, typing and distributing minutes, compiling and distributing documents and keeping files accurate and up to date.
Making decisions and taking independent action as and when required of the highest professional standard. Producing action plans following meetings and ensuring that all actions are carried out.
To deal positively and promptly with internal and external enquiries, making decisions and taking independent action where appropriate.
Production of accurate and high quality typewritten material from longhand/shorthand/audio and using a word processor/computer.
To be responsible for all incoming mail for the Gynaecology Management Team and bringing it and other relevant matters to the timely attention of the appropriate person in the absence of Managers.
To operate a comprehensive bring forward system, to assist with forward planning so papers are available when requested.
Assist the Divisional General Manager with compliance to internal and external standards/regulations including monitoring and management of complaint response.
To collate data and produce reports as required for timely communication, including setting up and developing systems to record information as required by the service e.g. complaint reports for Gynaecology Governance.
Working for our organisation
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We’re passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
We are delighted that we have been rated as “Good” by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
Detailed job description and main responsibilities
Further details on the role and responsibilities can be found within the Job description and Person specification.
Person specification
Qualifications
- Good Standard of General Education Secretarial
- RSA Text-processing level 3
- Relevant experience at Secretarial level within the NHS
- Minute Taking Ability
- Ability to formulate letters for approval
- Excellent Organisational Skills
- Ability to prioritise own work Advanced Computer Operations i.e. email, database, excel, word and PowerPoint
- Customer Service Skills
- Ability to exercise Initiative
- Ability to co-ordinate blocks of work
- Diary Management Experience
Flexible Working – As a major employer in the Black Country and West Birmingham region we are committed to supporting all employees to achieve a healthy work life balance. We want the Black Country and West Birmingham region to be the best place to work and as such will consider all requests to work flexibly taking into account personal and individual circumstances alongside the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the Recruiting Manager as part of the on-boarding process.
Qualifications – Please be advised that if the post that you are applying for requires any level of qualification (e.g. A-Levels, Degree etc) or Professional Registration (e.g. Nursing and Midwifery Council, General Medical Council etc) you will be required to provide proof as part of the pre-employment process. By submitting your application you are giving the Trust permission to check the qualification certificates provided back to the source provider. Please note that a sample of all applicant’s qualifications will be checked with the educational institution or provider. Furthermore, a sample of all applicants’ qualifications will be checked back to the educational institution or provider to interview letters to further deter fraud.
Visa/Sponsorship Information
In line with UKVI requirements, the Trust is unable to sponsor any applicants for Skilled Woker Visas who do not meet the minimum eligibility requirements including applicable salary thresholds and concessions. Before applying, please ensure that you have the right to work in the UK, or that the role is eligible for sponsorship. For more information, please visit: Health and Care Worker Visa or Skilled Worker Visa .
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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