PA to Clinical Services

We have parterned with a nursing home, who are seeking a PA or an experienced administrator, to join their clinical services team. You will be reporting to the Clinical Service Manager and General Manager. The ideal candidate will be a confident minute note taker, able to communicate at all levels and have good attention to detail.

PA - Role Summary

The post holder will provide a comprehensive high level, professional and confidential Personal Assistant service to the Clinical Services Manager, covering all aspects of secretarial, administrative and organizational support within the senior management team.

You will work as part of a dynamic team, delivering an effective service to the senior management. This will include all aspects of admissions, managing the relationships with residents, key stakeholders, including direct reports, Trustees and Chairman and other external partners. A proactive approach is required utilising GDPR guidelines in the safe handling of all information, sensitively and confidentially. Maintain a close contact with all internal departments and on occasions cover the reception.

Summary of Key Requirements

• Excellent interpersonal skills, multi task, flexible with an ability to work as part of a wider team;
• To communicate effectively in writing and on the telephone with management, staff and external bodies
• Advanced secretarial skills, calendar management and to prioritise workload effectively in order to meet deadlines and actions;
• Ability to take minutes for internal and Trustee sub-committee meetings.
• Able to demonstrate initiative and responsiveness to managing situations in a calm manner with tact and sensitivity;
• Pro-active approach to developing & maintaining efficient administration systems, copying, scanning & filing;
• You may be expected to carry out other PA, administrative, secretarial and/or HR admin duties as necessary to meet the reasonable needs of the business.
• Possess diplomacy and sensitivity in the exchange of confidential and sensitive information.

Clinical Staffing Support

• Co-ordinating, recording and arranging appraisal and clinical supervision programme for clinical staff;
• Liaison with internal departments; managing uniforms, badges and locker key distribution for new starters;
• Managing NHS emails for senior staff; weekly PPE ordering; CQC Support ad Governance;
• Facilitating with potential residents; resident enquiries to admissions; waiting lists; assessments; bed availability;
• Support Deputy Clinical Services with induction of new staff starters with information and direction;
• Managing POA's, letters, memos and other papers from brief notes on minimal instructions and resolve administrative problems using own initiative as they arise.
• Supporting residents in postal voting process, "freedom passes" and any other general enquiries;

General Administration

• Provide administrative support to the CSM managing the diary, organisation of meetings and the maintenance of confidential documents and files
• Provide support to the CSM and senior management, in the prioritisation of their workload and responding appropriately and filtering requests on her behalf.
• Able to respond and react appropriately to changing demands; conflicting priorities to meet objectives.
• Able to concentrate for two or three hours at a time to prepare complex correspondence, reports, etc despite constant interruptions.
• Acknowledge emails on behalf of the CSM providing `holding responses' where appropriate
• An ability to cope with angry or dissatisfied contacts - on the telephone and also face to face.
• Trustworthy and emotionally intelligent, resilient, confident and have a good sense of humour.

Key Competencies

• High level of discretion and strict confidentiality
• Understanding the General Data Protection Regulations in obtaining and storing staff and resident data;
• Ability to use initiative
• Adaptability, teamwork and excellent interpersonal skills

Key skills

• Organisational and prioritisation skills
• File management
• IT skills (proficient in outlook/word/excel)
• Knowledge of the legal requirements in the recruitment process of staff

Personal education and training

• Actively promote, develop and maintain an environment, which encourages learning within St Vincent's
• Participate in Appraisals to develop self in line with St Vincent's policy
• Undertake training and development; identify own learning needs and action for own professional development
• Attend any mandatory training programmes as required and ensure safe work practices are employed.

Requirements for PA to Clinical Services Manager:

• Significant previous experience of working within an administrative role
• Maintain smooth running of office ensuring diary management is a priority
• Good knowledge of Microsoft Office software applications (Word, Excel, Powerpoint, Outlook)
• Ability to deal with a variety of people in a professional and sensitive manner
• Develop and maintain databases required for the job
• Understanding of GDPR and confidentiality
• To create an inclusive working environment where diversity is valued, everyone contributes, and everyday actions promotes equal opportunity for all

Please apply now if you have the relevant experience for this position.

Thank you.

Parkside Recruitment Ltd is acting as an Employment Agency in relation to this vacancy. Parkside Recruitment is an Equal Opportunities Employer.