Job summary
- Main area
- Administration
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 410-SUR-6913738
- Employer
- Liverpool Heart & Chest Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- Liverpool Heart and Chest Hospital
- Town
- Liverpool
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- 27/01/2025 23:59
Employer heading
Divisional PA
Band 4
As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.
We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine including adult cystic fibrosis and diagnostic imaging, both in the hospital and out in the community.
We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.
Heart and lung disease continue to be amongst the biggest killers in the UK and the communities we serve are marked by increased prevalence of cardiovascular disease, higher levels of heart failure, hypertension, coronary artery disease and an ageing population.
Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and facilitated by technology. New and upgraded clinical areas are designed with patients and families fully involved to deliver their needs.
As part of our long term plan, we aim to form strong clinical and organisational relationships where possible. There is clear evidence that partnerships improve patient care and enhance quality and we aim to collaborate with a range of other providers and professionals with the aim to extending access and improve quality.
Our vision is underpinned by five strategic goals:
- Quality: to deliver the highest quality, safest and best experience for patients and their families by providing reliable care
- Service and Innovation: to develop our service portfolio for patients by developing innovative models of care
- Value: to maintain financial viability, enhance service delivery and develop new models of care to improve the health of our patients and safely reduce costs
- Workforce: to be the best NHS Employer by 2019 by attracting and retaining the best staff to deliver excellent patient care
- Stakeholders: to develop productive relationships with key stakeholders in order to enhance our profile and reputation.
Our Mission
“Excellent, Compassionate and Safe care for every patient, every day”
Job overview
An exciting opportunity has arisen for a Divisional PA to work within the Liverpool Heart and Chest Hospital. The post-holder will provide administrative / secretarial support to the Divisions management team, by providing full administrative duties and ensuring effective co-ordination of key meetings and committees.
Main duties of the job
Support to the day-to-day organisational responsibilities of the Divisional teams. Maintain the Divisions Director of Operations (DoO) diary. Communicate with external departments / agencies, demonstrating high level of initiative and confidentiality.
Minute taking at relevant meetings and committees. Organisation of meetings and functions including timely distribution of agenda and meeting papers in accordance with Executive office policies and procedures.
Implement processes for forward planning i.e., bring forward systems, alerts for meeting deadlines and targets. Process incoming and out-going mail including opening and arranging the mail for the division. Raise and receipt invoices and pursue outstanding credit invoices according to the Trusts Standing Financial Instructions and department procedures.
Provide comprehensive administrative support to the team, ensuring communication between divisions and stakeholders.
Support projects, developing and identifying resources required, ensuring all materials and resources are current and appropriate. Co-ordination of travel arrangements, conference bookings. Filing, photocopying and scanning.
Working for our organisation
As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.
We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community.
We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.
Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms.
Please visit our website - https://www.lhch.nhs.uk/
Please follow this link for a tour of our site - https://bit.ly/36ylsoq
Detailed job description and main responsibilities
The post-holder will provide administrative/ secretarial support to the Divisions management team, by providing full administrative duties and ensuring effective co-ordination of key meetings and committees.
The post holder will provide support to the day-to-day organisational responsibilities of the
Divisional teams, to include dealing with telephone enquiries, external mail and e-mail correspondence in a timely and professional manner and exercising judgement in re-directing responses where appropriate.
Maintain the Divisions Director of Operations (DoO) diary, including arranging and coordinating meetings and appointments, prioritising, and rearranging. Transcribing from notes and tape when applicable. Completion of the staff variation list (SVL) for approval of the DoO. Communicate with external departments / agencies on behalf of the management team, demonstrating a high level if initiative and confidentiality.
Responsible for minute taking at relevant meetings and committees. Type and produce correspondence as set out or requested. Organisation of meetings and functions including timely distribution of agenda and meeting papers in accordance with Executive office policies and procedures. Responsible for preparation of relevant divisional agenda and papers e.g., Governance/Performance Committee. Ensure the presentation and circulation of minutes and action log.
Implementing processes for forward planning i.e., bring forward systems, alerts for meeting deadlines and targets. Ensure the processing of all incoming and out-going mail including opening and arranging the mail for the division. Responsible for raising and receipting of invoices and pursue any outstanding credit invoices according to the Trusts Standing Financial Instructions and department procedures. Provide comprehensive administrative support to the team, ensuring communication between divisions and stakeholders.
Support projects developing and identifying resources required, ensuring all materials and resources are current and appropriate. Responsible for the co-ordination of travel arrangements, conference bookings. Filing, photocopying and scanning.
The post holder will be expected to work flexibly and to perform any other duties consistent with the grade. The post holder must maintain strict confidentiality in dealing with all matters that could be sensitive to an individual (staff member or patient) or to the commercial interests of the Trust.
Person specification
Qualifications & Education
Essential criteria
- Maths and English to GCSE pass or equivalent or equivalent work-based experience
- Advanced level use of IT packages including Microsoft Office, Word, Excel and Power Point and competent use of internet and intranet
- Secretarial qualifications to NVQ3, RSA3 or equivalent
Knowledge & Experience
Essential criteria
- Experience of implementing and adhering to administrative policies and procedures.
- Experience in Committee administration
- Knowledge and understanding of the Trust’s corporate governance arrangements, including the structure and remit of its Standing Committees
Employer certification / accreditation badges
Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Ruth Gaunt
- Job title
- Executive Office Manager
- Email address
- [email protected]
- Telephone number
- 0151 600 1339
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