Senior Administrator - Nottingham, United Kingdom - Nottingham University Hospitals NHS Trust

Nottingham University Hospitals NHS Trust
Nottingham University Hospitals NHS Trust
Verified Company
Nottingham, United Kingdom

2 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Description

NHS AfC:
Band 4


Main area

  • Legal
-
Grade

  • NHS AfC: Band 4
-
Contract

  • Permanent
-
Hours

  • Full time hours per week
-
Job ref

Site

  • Nottingham University Hospitals NHS Trust
-
Town

  • Nottingham
-
Salary
- £25,147 - £27,596 per annum
-
Salary period

  • Yearly
-
Closing

  • 29/05/2023 23:59Job overview
An exciting opportunity has arisen within our very busy and expanding Legal Services Department for a Personal Secretary.


Applicants will need to have experience of working as a Personal Secretary within a busy department (ideally within the NHS), be able to thrive under pressure, be computer literate, take minutes of meetings, manage databases (to include extracting data and producing reports), have general knowledge of NHS policies and standards and demonstrate a good understanding of confidentiality including data protection and information governance.


Attention to detail is key to the role and the ability to manage diaries and prioritise work, often at very short notice, is essential.


We are looking for a confident and enthusiastic individual who has excellent interpersonal and communication skills with the ability to influence and negotiate at all levels of the organisation.

The ability to think on their feet, work on their own initiative whilst demonstrating sound judgment, work to deadlines, remain calm and professional under pressure.

Main duties of the job

Main duties of the job


To provide comprehensive secretarial and administrative support to the Deputy Director of Legal Services and the wider Legal Services department.

To work closely with and deputise for the PA to the Director of Legal Services.


To manage the workload of the Administrator within the Legal Services department, monitoring administrative work flow, delegating and prioritising where required.

To assist the Deputy Director of Legal Services and the wider department across a range of duties.

Working for our organisation


In addition to the below summary you need to familiarise yourself with full job description and person specification documents attached to this advert.


General Policies Procedures and Practices:


To comply with all Trust policies, procedures and practices and to be responsible for keeping up to date with any changes to these.

Must be able to demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards

Detailed job description and main responsibilities


Secretarial:


To present a professional and helpful image to Trust staff, external stakeholders and visitors, and be professional and helpful at all times.

To receive visitors to the Legal Services Office, dealing with all enquiries in a sensitive and sympathetic manner and taking actions where necessary, within the remit of the role.


To manage the diary of the Deputy Director of Legal Services, prioritising appointments and taking the initiative in the event of conflicting priorities.

To provide support to the wider Legal Services Department, organising conferences, meetings and typing of correspondence where necessary.


To ensure all paperwork is available for meetings and court hearings as required and to maintain an awareness of ongoing issues in order to be able to tie up documentation correspondence appropriately, chasing up action where necessary.

To type correspondence, reports and other documents to a high standard and with due respect for confidentiality. To compose simple and routine correspondence on behalf of the Head of Legal Services when required.


To maintain a comprehensive filing system for the Legal Services department, ensuring files are up to date, archiving systems are catalogued and accessible, spreadsheets and databases are accurate and up to date and the medical records and disclosure of the same is organised, accurate and accessible.

To assist with the maintenance of the Datix Claims Management System, including the inputting of new claims and inquest related information.

The post holder will also be required to interrogate the system to identify the existence of SI reports, incident forms and complaints relating to a potential claim.


To maintain the archiving system in respect of closed claim files to ensure these are retained in accordance with Department of Health guidance.

To organise meetings as required, ensuring that venues, refreshments and any supplementary equipment are arranged in advance.


To facilitate the requesting and disclosing of medical records to solicitors, Coroners and others (where needed) on all legal matters, to ensure an accurate and up to date record of the disclosure position is maintained and is easily accessible.

To utilise electronic administration systems to monitor the location of medical records, x-rays and other relevant documentation to obtain medical records, radiology and other relevant documentation.

To ensure the accurate tracking of medical records on Medway PAS.

To open and stamp a
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