Job summary
- Main area
- Administritive Services
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (5 days monday to friday)
- Job ref
- 435-MEC-209-24
- Employer
- East Lancashire Hospitals NHS Trust
- Employer type
- NHS
- Site
- Burnley General Hospital
- Town
- Burnley
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- 31/07/2024 23:59
Employer heading
Endoscopy Personal Assistant and JAG Co-ordinator
Band 4
At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work.
Job overview
This is an exiting opportunity for an administrative person to join a large and thriving endoscopy team.
ELHT has JAG accreditation across all 4 departments on three sites.
We are looking for a motivated member of staff that is able to work independently supporting the endoscopy service to maintain JAG accreditation, and to ensure the smooth running of the service.
The successful candidate will work closely with the endoscopy Operational Manager and Endoscopy Matron.
This role offers variety and will allow the successful candidate to be autonomous with their own work load.
Main duties of the job
- To provide a highly comprehensive secretarial and clerical service to the Endoscopy Management Team, including dealing with all correspondence promptly and efficiently (incoming and outgoing), some of which will be of a highly confidential nature, typing (copy and audio), filing, photocopying.
- Organise and plan workload, diary and commitments including the scheduling of formal meetings ensuring deadlines are achieved and that the flow of work is priorities in order that the endoscopy team targets and objectives are delivered.
- Organising meetings on a regular basis, including administrative arrangements, e.g. catering, room booking, seating arrangements.
- Receive, monitor and deal with enquiries and telephone calls on behalf of the Endoscopy Management Team
.
- Assist in the NMC Registration renewal reports on a monthly basis and ensuring the validation of all staff in the Endoscopy unit, BGTH, RBTH and Rossendale via the appropriate registration organisation, and inform ESR accordingly ensuring copies of renewed registrations are added to the registrant’s personal file.
- Liaise with a variety of senior staff on a regular basis, and various departments providing ad-hoc information and support at their request.
- Liaise with departmental staff providing information and support.
· Please see the full job description for more details
Working for our organisation
STANDARDS OF CONDUCT
1. Ensure that personal actions and conduct comply with Trust Policies and Procedures, e.g. health and safety, fire procedures, no smoking policy, equal opportunities, confidentiality, etc.
2. Attend training courses as required, e.g. induction, moving and handling, fire lectures, etc.
3. Conduct duties with regard to values underpinning the Trust’s Vision:
· If its about me, involve me
· Working together in partnership
· Aspiring to excellence
· Ongoing improvement of our service
The purpose of this document is to act as a guide to the duties which may be required. It is not an exhaustive list and other duties may be required in accordance with the grade of the post and the competence of the post holder. The job description, from time to time, may be subject to review and change following consultation with the post holder.
The Trust operates a Tobacco Control Policy.
Detailed job description and main responsibilities
· Working with the Endoscopy Nurse Lead & Comms ensuring the ELHT Endoscopy external website is up to date.
· Manage the Endoscopy intranet i.e. OLI ensuring this is kept up to date with various documentation.
- Liaise with Nurse Endoscopists in relation to maintaining Patient Information leaflets and keeping accurate records of review dates.
- Use initiative to resolve problems, informing Manager of outcomes.
- To act as secretary to a number of meetings, preparation of agenda’s, collation of papers and distribution, taking minutes as requested and transcribing.
- Required to act on own initiative with regard to personnel issues and bring matters required to the attention of relevant Matrons/Managers.
- Archive all old records to ensure they are maintained as confidential data within the legal timescales.
- Provides advice and information to staff, colleagues relating to appointments and meetings.
- Understand the organisation structure of the Trust and have knowledge of own and other services in order to deal with enquiries.
Please see the full job description for more details
Person specification
Work Skills
Essential criteria
- Proven ability to understand and comply with detailed procedures
- Proven in-depth experience and knowledge of Microsoft office packages including Word, Excel and Powerpoint.
- Able to write basic English.
- Able to produce neat and accurate documentation.
- Demonstrate an ability to manage and prioritise under pressure.
- Organisational skills.
- Able to use own initiative and work without close supervision.
- Advanced IT skills.
Learning Ability
Essential criteria
- Able to take on board new ideas, skills and knowledge. Able to prioritise under pressure.
- Able to use own initiative and work without close supervision.
- Proven ability to adapt to new ideas, knowledge and skills
Experience
Essential criteria
- 2 years secretarial/ NHS administrative experience
Qualifications
Essential criteria
- GCSE English or equivalent qualification/ experience
Desirable criteria
- Typing Qualification/ relevant experience
- Audi typing Qualification/ relevant experience
- IT Based qualification/ relevant experience
Special Aptitudes
Essential criteria
- Clear and accurate written and verbal communication. Effective listening skills.
- Able to work extra hours on occasions and provide reasonable flexibility in terms of hours worked.
- Willing to adapt to the changing needs of the service. Co-operative, helpful & collaborative attitude towards work.
- Able to work in a team, be supportive of team members.
- Demonstrate a sympathetic, sensitive approach and be able to speak effectively to colleagues and other members of staff.
- Ability to deal with distressing situations.
- Proven ability to maintain confidentiality.
Employer certification / accreditation badges
Applicant requirements
You must have appropriate UK professional registration.
Documents to download
Further details / informal visits contact
- Name
- Christopher Russell
- Job title
- Endoscopy Matron
- Email address
- [email protected]
- Additional information
Jackie Stanworth operational Manager [email protected]
If you have problems applying, contact
- Address
-
Employment Services
East Lancashire Hospitals NHS Trust
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