band 3 - Personal Assistant

at  MPA Recruitment

MPA Armagh are working with the SHSCT to help recruit band 3 Personal assistant/secretary in daisy hill hospital, this post is initially for 1 month maybe reviewed after.

JOB SUMMARY

The post holder will provide two days of ward support as a contact point for operational issues not directly relating to patient care in the Ward. They will also provide three days of personal secretary support to the Chief Operational Officer (COO) of Daisy Hill Hospital. She/He will play a central role, meeting the administrative needs of the COO and the Ward Manager, to include staff rostering, completion of appropriate documentation for Human Resources purposes, equipment maintenance and some aspects of health and safety compliance.
The post holder will work closely with, and under the supervision and direction of, the COO and Ward Manager to ensure continuity in service provision and as such will need to exercise initiative, independent judgement and decision making within a variety of situations.
A key part of the role will be to set up, develop and maintain systems of effective communication to prevent duplication of work and to allow nursing and midwifery staff to concentrate on patient care.

1. Provide a full range of administrative support to the COO including printing/scanning/copying, setting up meetings, maintain the COO’s diary/ calendar, act as a point of contact for both etc.
2. Deal courteously with members of the public and the multidisciplinary team, both in person and on the telephone.
3. Complete appropriate documentation in relation to HR, New Starts, planned absence and payroll and process this accordingly.
4. Be responsible for allocating annual leave to staff under the supervision of the COO as well as keep a record of annual leave for the team working under the COO.
5. Assist in preparing for interviews (e.g. organising of interview dates/ venue on behalf of the COO, preparing relevant documentation etc.).
6. Collate data for audit purposes when requested.
7. Assist, as required, in co-ordinating and participating in the induction of new staff.
8. Act as a point of contact in the ward for all operational issues not directly relating to patient care, for example maintenance work, laundry etc.
9. Liaise with the relevant departments to ensure that equipment, furniture and fittings are maintained in appropriate working order.
10. Ensure correct ordering and authorization of requisitions.
    Qualifications / Experience Required (as per Personnel Specification)
11. 4 GCSEs at Grades A-C including English Language or equivalent / higher qualification and 1 years’ experience in a clerical / administrative role
    OR
    2 years’ experience in a clerical / administrative role
12. Experience in the use of Microsoft Office products including Word and Excel or equivalent