Coordinator of The Executive Office of Nursing - Gloucester, United Kingdom - Gloucestershire Hospitals NHS Foundation Trust

Gloucestershire Hospitals NHS Foundation Trust
Gloucestershire Hospitals NHS Foundation Trust
Verified Company
Gloucester, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

The post holder will be responsible for providing high level confidential personal assistance and secretariat support to the Executive Office of Nursing, AHPs and Midwifery.

They will assist and lead the planning, organisation and management of the personal assistants/ secretariat workload for the office of the Chief Nurse.

The post holder will be expected to prioritise their workload using judgement and initiative keeping the office informed, when appropriate, of any decisions made or actions taken.

The post holder is expected to recognise the high-profile nature of the work of the office and to ensure that all work is of the highest standard.

They will be responsible for the day-to-day line management of the PAs in the admin team for the office of the Chief Nurse managing their development, annual leave, sickness and study leave and will be the primary personal assistant to the Chief Nurse.


The main duty of the post holder will be to ensure proactive, efficient and effective management of the office of the Chief Nurse.

You will ensure consistent, quality secretarial and admin service delivery, and provide leadership and day to day support to junior admin team.


You will prepare drafts of correspondence and reports, maintain diary and appointments, arrange meetings and visits and take messages using own initiative at times.

It will be your role to support local induction for the secretarial and senior management team.

You will also be expected to support key meetings, preparing agendas and minutes, and disseminating/publicising as required.

You will be the gatekeeper for the office of the Chief Nurse
- ensuring that issues are escalated or redirected accordingly, and appropriately managed through to resolution.


This post is an exciting opportunity to be a pivotal team member, by ensuring the Office of the Chief Nurse is able to function in the most efficient and effective way.


This role will be at the heart of supporting innovation and improvements, while bringing a truly professional and advanced approach to admin support, leading the administration team to be the best we can be.


To have full autonomy for the diary management of the office using personal judgement to plan ahead and manage commitments.

To ensure effective and appropriate use of the office's time by allocating appointments using discretion and exercising significant influencing skills allowing prioritisation of their workload to meet deadlines.


Responsible for the day-to-day line management of the PAs in the admin team for the office of the Chief Nurse managing annual leave, sickness, study leave records ensuring leave does not coincide.

Monitor performance, sickness absence and take appropriate action, when necessary, with local team.


To work as part of a team and facilitate cover for other PAs during times of absence in order to maintain the smooth operation of the office.


Develop and lead recruitment, local induction/on-going training programme for secretarial and bank staff, and senior staff within the division in your PA role.

Monitor workforce performance for the Admin Team

Conduct annual appraisals/performance reviews and identify training requirements for local team

To examine admin/clerical and secretarial systems and processes to continuously improve services

Put forward proposals for organisational re-structuring to maximise services by providing appropriate staffing levels

Take the lead for various projects as required by the Execuitve Office

Lead on the organisation of recruitment and selection of staff within the office, including preparation of job descriptions, personal specifications and interview administration

To facilitate meetings by arranging venues/facilities, prepares agenda and circulate relevant papers. To attend meetings when required, taking, transcribing and distributing accurate minutes and following up any actions deemed appropriate.

Be responsible for leading improvement initiatives with secretariat/bank staff to achieve continuous improvement in service provision

To make travel arrangements for the office when requested.


To assist in the vacancy approval process by maintaining a record of vacancies and dealing with approved vacancies following panel meetings.


To monitor statutory mandatory training and appraisals for the office highlighting to staff and line managers where it has been identified that training/ appraisals are out of date.


To manage a bring-forward and filing system, which provides the office with the necessary paperwork for all meetings, ensuring that any additional materials are sourced and available.

This may be from a range of sources including other managers, other health systems or other partnership agencies.


To assist in producing presentations as required and to use initiative to determine style taking account of the nature of the intended audience.

Dealing with complex enquires that will require investigating a variety of workable solutions to ensure they are
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