Urology Personal Assistant/Governance Support Officer (Band 4) - Urology - The Royal Wolverhamp[...]

The Royal Wolverhampton NHS Trust; West Midlands Combined Authority; On-site; GBP 22,000 - 28,000; Full time

Job summary

The Royal Wolverhampton NHS Trust seeks a Urology Personal Assistant/Governance Support Officer to provide comprehensive support to the management team. The role involves diary management, governance support, and ensuring efficient administrative processes. Ideal candidates will possess strong organisational skills and relevant NHS experience.

Qualifications

• Experience at Secretarial level within the NHS.
• Ability to formulate letters for approval.
• Excellent organisational skills and ability to prioritise work.

Responsibilities

• Deliver a professional personal assistant service including diary management.
• Prepare correspondence, agendas, and minutes for governance meetings.
• Manage incoming correspondence and maintain filing systems.

Skills

Organisational Skills

Communication Skills

Customer Service Skills

Initiative

Diary Management

Education

RSA Text-processing level 3

NVQ level 3 Business Administration

Tools

Microsoft Office

Job description

Urology Personal Assistant/Governance Support Officer

Band 4

Job overview

We are looking for a personal assistant/Governance support officer to the Group Manager and Matron within the Urology Directorate. T

To provide a comprehensive and efficient personal assistance service to support the Directorate Manager, Matron and Clinical Director for Urology.

To co-ordinate and support the Directorate to achieve Trust, Divisional and Directorate governance, health and safety objectives, drivers and targets.

To support the Directorate management team by overseeing deadlines with particular responsibilities for governance and promoting good quality governance systems within the Directorate.

The post holder should have excellent organisational skills, be able to communicate with all levels of staff and demonstrate significant level of initiative within broad procedural guidelines.

Applicants must have the ability to work on their own initiative, with little supervision, and play an integral role in the wider admin team, as well as offering support to colleagues, and others, where required.

The post holder should hold OCR/RSA II Word Processing, NVQ level 3 Business Administration or equivalent Diploma. Excellent communication skills, diary management and minutes taking skills are essential coupled with the ability to cope well against competing deadlines.

Main duties of the job

• Deliver a professional personal assistant service, including diary management, appointment scheduling, meeting coordination, and general administrative support.
• Prepare correspondence, agendas, and minutes, and act as secretary for directorate and governance meetings, ensuring documents and records are accurate and up to date.
• Respond to internal and external enquiries promptly and professionally, exercising independent judgement where appropriate including monitoring and managing complaint response
• Manage incoming correspondence and mail, ensuring timely distribution and appropriate escalation.
• Maintain efficient electronic and paper filing systems, and develop forward-planning tools for document management.
• Maintain accurate records and databases, including staff sickness, additional hours, and stock levels.
• Support the coordination and management of complaints, incident reporting (Datix), risk registers, and audit activities in collaboration with the Directorate Governance Lead.
• Act as the key contact for governance-related activity, ensuring effective communication with divisional and central governance teams.
• Promote and support Health & Safety, Risk Management, and Clinical Governance practices through education, implementation, and audit of relevant systems.
• Build strong relationships with clinical and operational colleagues to support safe, efficient, and compliant service delivery.

Working for our organisation

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We’re passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as “Good” by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

Detailed job description and main responsibilities

To deal effectively with all incoming correspondence including e-mails and in the preparation of correspondences, agendas and minutes on their behalf, making decisions and taking independent action as and when required of the highest professional standard.

To act as a secretary to various meetings, preparing agendas, typing and distributing minutes, compiling and distributing documents and keeping files accurate and up to date. Making decisions and taking independent action as and when required of the highest professional standard. Producing action plans following meetings and ensuring that all actions are carried out.

To deal positively and promptly with internal and external enquiries, making decisions and taking independent action where appropriate.

Production of accurate and high quality typewritten material from longhand/shorthand/audio and using a word processor/computer.

To be responsible for all incoming mail for the Group Management Team, and bringing it and other relevant matters to the timely attention of the appropriate person in the absence of Managers.

To organise and manage efficient filing systems both paper and electronic.

To operate a comprehensive bring forward system, to assist with forward planning so papers are available when requested.

To be responsible for undertaking any project work delegated by the Group Management Team.

Assist the Group with compliance to internal and external standards/regulations including monitoring and management of complaint response.

To collate data and produce reports as required for timely communication, including setting up and developing systems to record information as required by the service. Update existing matrix such as RCA / Medication / Alerts

To be actively involved in the implementation of any new computer systems that may be introduced

To be responsible for the initial reporting and recording of sickness absence via the Trust eSAMS system. To ensure the timely submission of the monthly sickness monitoring report and the Trust Monthly Sickness Proforma for the group.

To be responsible for the specialised online requisitioning and distribution of stationary consumables, clinical equipment / clinical resources and pharmaceutical products. To monitor stock levels to ensure sufficient levels are maintained and the required levels are not exceeded.

To undertake any other duties as appropriate to meet the needs of the service, within the limitation of the grade

To administer the Group Governance meeting, preparing Agendas and booking venues and equipment.

To assist with the co-ordination of complaints.

Management and response to complaints including response times for the Group.

To be an effective and efficient part of the team in providing external and internal communication to all parties involved in the Group, bringing relevant issues to the attention of the Group Management Team for decision making.

To maintain efficient and effective lines of communication between departments, work colleagues and Directorate Secretaries.

To provide a comprehensive Personal Assistant service to the Group Manager and Matron including the management/maintenance of electronic diaries, arranging appointments and meetings.

To deal effectively with all incoming correspondence including e-mails and preparation of correspondence, agendas and minutes on their behalf, making decisions and taking independent action as and when required of the highest professional standard.

To act as a secretary to various meetings, preparing agendas, typing and distributing minutes, compiling and distributing documents and keeping files accurate and up to date. Making decisions and taking independent action as and when required of the highest professional standard. Producing action plans following meetings and ensuring that all actions are carried out.

To deal positively and promptly with internal and external enquiries, making decisions and taking independent action where appropriate.

Production of accurate and high quality typewritten material from longhand/shorthand/audio and using a word processor/computer.

To be responsible for all incoming mail for the Group Manager and Matron, bringing relevant matters to the timely attention of the appropriate person in the absence of Managers.

To organise and manage efficient filing systems both paper and electronic.

To operate a comprehensive bring forward system, to assist with forward planning so papers are available when requested.

To be responsible for undertaking any project work delegated by the Group Management Team.

Assist the Group with compliance to internal and external standards/regulations.

To collate data and produce reports as required for timely communication, including setting up and developing systems to record information as required by the service.

To be actively involved in the implementation of any new computer systems that may be introduced.

To be responsible for the initial reporting and recording of sickness absence via the Trust eSAMS system. To ensure the timely submission of the monthly sickness monitoring report and the Trust Monthly Sickness Proforma for the group.

To be responsible for the security and maintaining of staff personal records both electronic and hardcopy and monitoring of the Nursing and Midwifery Council (NMC) registration.

To be responsible for the specialised online requisitioning and distribution of stationary consumables, clinical equipment and clinical resources. To monitor stock levels to ensure sufficient levels are maintained and the required levels are not exceeded.

To undertake any other duties as appropriate to meet the needs of the service, within the limitation of the grade.

To assist with the co-ordination of complaints including monitoring and chasing complaints response times for the Group.

To be an effective and efficient part of the team in providing external and internal communication to all parties involved in the Group, bringing relevant issues to the attention of the Group Management Team for decision making.

To maintain efficient and effective lines of communication between departments, work colleagues and Directorate Secretaries.

To work in a flexible manner to meet the needs of the service and prioritise tasks to efficiently manage the workload using initiative at all times.

To undertake clerical duties including filing, photocopying, faxing.

To be responsible for the organisation and delivery of workshops, conferences and events arranging venues, speakers, accommodation etc.

To attend such training as deemed appropriate by the Group Manager.

To maintain confidentiality and security of information at all times.

To carry out your responsibilities in line with Trust policies and procedures including Health & Safety Policies and to be familiar with the policies and procedures governing the working environment.

To participate in the Group appraisal system.

To provide supervision and training to administration staff on lower grades. To train new staff including an introduction into working practices and procedures within the Group.

To provide cover where appropriate for colleagues as required.

Person specification

Qualifications

• Good Standard of General Education Secretarial
• RSA Text-processing level 3
• Relevant experience at Secretarial level within the NHS
• Minute Taking Ability
• Ability to formulate letters for approval
• Excellent Organisational Skills
• Ability to prioritise own work Advanced Computer Operations i.e. email, database, excel, word and PowerPoint
• Customer Service Skills
• Ability to exercise Initiative
• Ability to co-ordinate blocks of work
• Diary Management Experience

Flexible Working - As a major employer in the Black Country and West Birmingham region we are committed to supporting all employees to achieve a healthy work life balance. We want the Black Country and West Birmingham region to be the best place to work and as such will consider all requests to work flexibly taking into account personal and individual circumstances alongside the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the Recruiting Manager as part of the on-boarding process.

Qualifications - Please be advised that if the post that you are applying for requires any level of qualification (e.g. A-Levels, Degree etc) or Professional Registration (e.g. Nursing and Midwifery Council, General Medical Council etc) you will be required to provide proof as part of the pre-employment process. By submitting your application you are giving the Trust permission to check the qualification certificates provided back to the source provider. Please note that a sample of all applicant’s qualifications will be checked with the educational institution or provider. Furthermore, a sample of all applicants’ qualifications will be checked back to the educational institution or provider to interview letters to further deter fraud.

Sponsorship - Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. As of 1 January 2021, free movement ended and the UK introduced a points-based immigration system. Further information is available regarding two types of visa; Health Care Visa https://www.gov.uk/health-care-worker-visa/your-job and Skilled worker visa https://www.gov.uk/skilled-worker-visa .

Employer certification / accreditation badges

Name Sarah Johnson Job title Matron of Urology Email address [e-mail] Telephone number 07823512171

If you have problems applying, contact

Address Building 12
New Cross Hospital
Wolverhampton Road
Wolverhampton
WV10 0QP
Telephone [phone]