Pa/administrative Assistant - Plymouth, United Kingdom - University Hospitals Plymouth NHS Trust

University Hospitals Plymouth NHS Trust

Verified Company

Plymouth, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

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Description

An exciting opportunity has arisen for a PA/Administration Assistant in Healthcare Science and Technology.

We are looking for an enthusiastic individual to provide PA and administration support to the Service Line Manager, Director of Healthcare Science and Technology, Associate Director of Clinical Professions and the specialist groups:

Radiotherapy Physics, Clinical and Radiation Physics, Clinical Engineering, SDU and Clinical Measurement and Innovation to assist in delivering a first-class service.

You will be working within a small friendly team based in the Service Line office.

An experienced administrator, you will ensure that the Manager and Director have excellent administrative support, enabling them to focus on strategic business development and high-level management issues.

You will be an excellent organiser and communicator with a proactive and friendly attitude.

You will have the ability to multi-task and be flexible to work in this busy environment and will work well under pressure to meet deadlines.

To provide a full range of secretarial and administrative duties, including diary management as required by the Service Line Manager and Director of Healthcare Science and Technology and the Associate Director of Clinical Professions.
Provide administrative support to Group Leads including diary bookings.
Maintain, process and store information utilising systems that support the Service Line in its day to day functioning.
Responsible for processing, calculating and maintaining all annual leave and sickness records. Entering information accurately onto Healthroster and to maintain quality of information.
Prepare agendas, papers; coordinate and set up service line meetings.
Take minutes of meetings, including Care Group meetings as required.

Manage and monitor Q-Pulse system as required for document control.

Maintain personnel files and staff training records as required, updating Q-Pulse for quality purposes.

The Healthcare Science and Technology Service Line provides specialist technical and scientific expertise in connection with the use, management and development of healthcare technologies and associated clinical services.

The Service Line employs a workforce of technologists, engineers, scientists and administrative staff, and provides specialist healthcare science and technology services covering the following areas:

Clinical and Radiation Physics
Clinical Engineering
Radiotherapy Physics
Clinical Measurement and Innovation
Sterilisation and Disinfection Unit

The Service Line holds an operational budget of approximately £11m and has a workforce of approximately 200 WTE plus a cohort of supernumerary trainees.

Provide administrative support to the Service Line.
Place orders with external suppliers using the Oracle (Eproc) system.
Answering the telephone, message taking and dealing with enquiries as required.
Liaise with facilities and works departments when necessary.
Place orders for stationery as and when required.
Process all study leave arrangements for staff (i.e book courses, conferences, travel and accommodation in line with the Trust Standing Financial Instructions).
Organise and book external and internal meetings and workshops.
Assist in maintaining records inventories for the service line.
Assist in raising invoices and chasing payments as necessary.
Follow procedures for record keeping and maintain accurate records of all work carried out.
Participate in Service Line and Trustwide corporate and clinical governance initiatives as appropriate.

**Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.