Admin Support | Walsall Healthcare NHS Trust

An opportunity has arisen within the Division of Surgery for the post of Administrative Support, AfC Band 3. The post holder would need to provide an efficient and effective secretarial and administrative service to the Matrons, Care Group Managers, Care Group Support Managers and Clinical Directors within the Divisional Management Team.

The post involves a diverse range of administrative and clerical tasks and requires the post holder to be able to work on their own initiative, but under the direction of the PA to the Divisional Director. They would also need to undertake daily routine tasks; ensuring targets are met as required.

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community.

To provide efficient and effective clerical support to the Matrons/Care Group Managers/Care Group Support Managers/Clinical Directors in respect of producing correspondence, reports and presentations, managing a diary, receiving, managing and disseminating information as appropriate. Collate information for complaints relating to the Care Groups.

Provide support to manage the Division's workforce issues, HR, and manpower with specific input to staff groups under the responsibility of the Matrons/Care Group Managers/Care Group Support Managers/Clinical Directors, in respect of the co-ordination and administration of leave, monitoring IPDR, sickness and absence, coordinating recruitment and retention. Managing personal files and ESR as per trust policy. Collate and manage turnaround documents and timesheets. Manage Allocate for medical staff within remit, reporting issues to appropriate CDs for resolution and cross covering to provide divisional support.

To liaise with Recruitment regarding new staff starting within the Care Groups. To provide cover for colleagues as advised by the PA to the Divisional Director. To adhere to the IT Systems Security Policy. Your attention is drawn to the confidential nature of the information collected within the NHS. The unauthorised use or disclosure of patient or other personal information is a dismissible offence and in the case of computerised information, could result in a prosecution for an offence for civil damages under the Data Protection Act 1984.

To participate in Individual Performance Review on a regular basis, as per Trust Policy. Provide guidance to junior staff as appropriate. To be responsible for ensuring all incoming and outgoing correspondence is dealt with quickly and effectively by:

• Opening & reading incoming post (excluding private & confidential material) on a daily basis.
• Assessing & agreeing action plan for dealing with post and other matters requiring immediate attention with the Matrons/Care Group Managers/Care Group Support Managers/Clinical Directors on a daily basis.

To provide an accurate typing and word processing service to the Matrons/Care Group Managers/Care Group Support Managers/Clinical Directors, producing documents, reports and letters to a high standard of presentation in line with the Trust’s Administrative & Clerical Standards and related Policies/Procedures. To attend and take Minutes of key internal meetings as required, circulating papers for meetings promptly and efficiently.

Will comply with Administrative & Clerical and Divisional Standards to ensure consistent practice in line with corporate guidelines/policies/procedures. To act on own initiative in relation to routine and less complex decision-making/problem solving (e.g. diary rescheduling; preparation of standard documentation for signature; organising timely return to work interviews; initiating reminders for professional registration, work permits, leave to remain etc). Any other duties as designated by the PA to the Divisional Director, within banding.