Senior PA - Imaging Senior Management Team

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Detailed job description and main responsibilities

Meetings

1. Provide full meeting facilitation for a range of formal meetings across the Imaging Department and Network as required.
2. Attend meetings, taking and transcribing complex 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.
3. Maintain a corporate style for departmental meetings including templates, agendas, papers, minutes.
4. Maintain strict confidentiality relating to Imaging business, in particular ensuring that papers and minutes are only circulated to authorised persons and are stored and archived securely electronically.
5. Maintain meeting attendance records, action logs and schedules of business, progress and chase actions as required.
6. Book meeting rooms and facilities for meetings, ensuring that rooms are suitably organised.
7. Monthly collation, co-ordination and recording additional reporting claims for Consultants, ensuring strict confidentiality and timely submission to payroll.

Administration

1. Provide an efficient and comprehensive secretarial and clerical service to the nominated Head of Operations and Imaging Senior Management Team on a day-to-day basis.
2. In a courteous and professional manner, respond positively and promptly to enquiries and incoming calls. Deal with routine enquiries relating to activities of the team. 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.
3. Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the Complaints Department or appropriate.
4. 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. Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming mail. Ensure that all relevant papers are available for meetings.
5. Responsible for organising and maintaining the smooth running of the Head of Operations and Imaging Senior Management Team diaries, this will include maintaining and co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
6. Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence.
7. Work closely with colleagues across the Trust to facilitate the efficient operation of the Head of Operations and Imaging Senior Management Team.
8. Organise events as required, taking charge of all catering arrangements and invitations.
9. Communicate effectively with the Head of Operations and Imaging Senior Management Team through a variety of communication methods. Assist with the dissemination of information to the Department.

Other

1. Ensure that all Trust wide standards are maintained and monitored to improve the quality of total care to all who come into contact with services provided by University Hospitals Coventry and Warwickshire NHS Trust.
2. Participate in appraisals and personal reviews and work to achieve agreed set objectives.
3. Participate in appropriate training and development activities.
4. Undertake any other duties as required, in accordance with the grade and nature of the post.

For further details of the role please see the attached job description.

Person specification

Qualifications

Essential criteria

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Desirable criteria

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Experience

Essential criteria

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Desirable criteria

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Knowledge

Essential criteria

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Skills

Essential criteria

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To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed.

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.

Application numbers

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.

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