The Whittington Hospital NHS Trust



The Whittington Hospital NHS Trust

JOB DESCRIPTION

Post Title: PA & Office Manager to Director of Finance & Strategic Development

Grade: A&C 5/6 depending on experience

Salary: £17,161-£24,424 plus £2,762 Lon Weighting Allowance

Hours of Duty: 36

Annual Leave: 22 Days

Superannuation: 6% of salary (optional)

Terms & In accordance with the Trust’s terms & conditions of

Conditions: employment as laid down in the relevant Trust Handbooks.

Reports to: Director of Finance & Strategic Development

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JOB SUMMARY:

The post holder will be responsible for providing support to the following three main areas:

1. Personal Assistant to the Director of Finance & Strategic Development and Deputy Chief Executive. Provide support to Deputy Director of Finance, Head of Financial Management & Planning and other senior finance managers as required.

2. Office Manager of the Finance department and overall contact for the Finance Directorate, including liaison with the Executive Team and the Redevelopment Project Team on behalf of the Director of Finance & Strategic Redevelopment.

3. Provide cover for the Redevelopment Project Office in order to operate a seamless service and ensure that the strategic role of the Director of Finance is fully supported.

Personal Assistant

← Maintain, manage and arrange the Director of Finance & Strategic Development’s (DoF&SD’s) diary to ensure sensible planning of commitments and assist in prioritising workload in relation to the current and anticipated workload.

← Process and monitor all correspondence to and from the DoF&SD and implement appropriate follow-up systems to ensure that deadlines are met.

← Regular liaison with Personal Assistants of other Executive Directors and Senior Management.

← Regular liaison with a broad spectrum of multi-disciplined and senior level internal and external stakeholders.

← Create, format, prepare and distribute any correspondence, reports, committee papers, Board papers and presentations for and on behalf of DoF&SD.

← Co-ordinate, attend and minute internal and external committee meetings that the DoF&SD may Chair.

( Ensure information is effectively disseminated throughout department, directorate or hospital wide.

← Undertake any ad-hoc projects under the supervision of the DoF&SD, obtaining and analysing information from both internal and external sources.

← Ensure the Compendium of Financial Policies and Procedures is maintained accurately to reflect any changes.

← Distribute agendas and prepare Committee and other meeting papers – distribute to members in time.

← Provide support to the Executive Office in times of sickness or leave to ensure the smooth running of the Chief Executive and Chairman’s offices.

← Liaise with Auditors to ensure information they have requested is provided on time and in an appropriate manner.

← Ensure that deadlines are logged and met by the DoF&SD for returns and submissions to the PCTs, StHA and DoH.

Office Manager

← Ensure the efficient and effective dissemination of information throughout directorate, via email, internal post and telephone.

← Maintain, manage and arrange Deputy Director of Finance’s diary and Head of Financial Management & Planning’s diary; provide general support to them as and when required, also provide support and undertake any ad-hoc requests made by them.

← Provide support and undertake any ad-hoc requests made by Senior Finance Managers throughout directorate.

← Monitor and maintain office budget. Oversee and monitor monthly stationery requisitions and other expenditure.

← Monitor, maintain and collect directorate records including annual leave requests and sickness absence pro-formas.

← Organise functions, seminars and any training required by department/directorate.

← Maintain the Finance pages on the hospital’s Intranet ensuring the information uploaded is accurate and updated to reflect changes within the directorate, organisation, legislation, etc.

← Oversee and assist in developing an efficient filing and library system for the directorate.

← Provide an efficient “signatory service” as per Standing Financial Instructions where DoF is required to authorise any large invoices, tender waivers or external documentation.

← Ensure the overall smooth running of department and directorate as a whole whilst adopting a proactive approach.

PERSON SPECIFICATION

❑ Computer literate with experience in using Microsoft Word, Excel, PowerPoint, Internet and email.

❑ Previous experience of working effectively in a busy office

❑ Well organized and able to manage time effectively

❑ Calm under pressure and able to juggle multiple tasks

❑ Pleasant and polite manner at all times

❑ Proactive in dealing with and solving problems

❑ Intelligent and quick to understand complex new issues

❑ High standard of written and oral communication skills

❑ High standard of numeric and analytical skills

❑ Shows initiative in improving systems of work

❑ Shows discretion and care when dealing with confidential information

❑ Has a minimum typing speed 50 wpm

Desirable but not essential

❑ Secretarial qualifications

❑ Education to ‘A’ level or above

❑ NHS experience

ADDITIONAL INFORMATION

Health & Safety Policy

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act 1974, to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors.

Security

It is the responsibility of all employees to work within the security policies and procedures of the Whittington Hospital NHS Trust to protect the patients, staff and visitors and the property of the Trust. This duty applies to the specific work area of the individual and the Hospital in general. All staff are required to wear official identification badges.

Data Protection

This post has a confidential aspect. If you are required to obtain, process and/or use information held on a computer or word processor you should do 'It in a fair and lawful way’. You should hold data only for the specific registered purpose and not use or disclose it in any way incompatible with such a purpose and ought to disclose data only to authorised persons or organisations as instructed. Breaches of confidence in relation to data will result in disciplinary action which may involve dismissal.

No Smoking

The Hospital has promoted a No Smoking Policy as part of its responsibility for the provision of health. You will be required to work within the framework of this policy. Smoking is not permitted in offices.

Equal Opportunities

It is the aim of the Trust to ensure that no job applicant or employee receives less than favourable treatment on grounds of sex, marital status, race, colour, creed, religion, physical disability, mental health, learning difficulty, age or sexual orientation and is not placed at a disadvantage by conditions or requirements that cannot be shown to be justifiable. To this end the Trust has an equal opportunities policy and it is for each employee to contribute to its success.

Confidentiality

You are required to maintain confidentiality of any information concerning patients which you have access to or may be given in the course of your work, in accordance with current policy on confidentiality in the Whittington Hospital NHS Trust. You are also required to maintain general confidentiality within the office environment.

Method Of Payment

Payment of salary is made into bank account/building society account by direct bank system. Details of a bank account or building society account will be required on the first day at work. There is no facility for any form of other payment.

Customer Awareness

The Whittington Hospital expects its employees to communicate with colleagues, patients and visitors in a polite and courteous manner at all times.

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