Quality Team Administration Assistant

An exciting opportunity has arisen for a highly organised and motivated individual to join the Quality Team as a Quality Team Administration Assistant. Reporting to the Divisional Head of Nursing, you will provide comprehensive administrative support to the Quality Team and contribute to the delivery of quality, governance and workforce planning activities across Community Services. This varied role combines high-level administrative support with coordination of key safer staffing and workforce planning processes. You will support the Community Nursing Safer Staffing Tool (CNSST) programme and community nursing establishment reviews, assisting with workforce data collection and validation, arranging review meetings, tracking actions and maintaining accurate records to support informed decision-making and safe staffing across services. Working closely with senior nursing leaders, matrons and operational teams, you will manage diaries, coordinate meetings and events, prepare reports and presentations, and support a range of divisional quality and governance functions. This is an excellent opportunity for someone who enjoys a fast-paced environment and wants to make a meaningful contribution to improving patient care through quality assurance, safer staffing and workforce planning initiatives., To provide a comprehensive, high level administrative and support service to the Quality Team. To work flexibly as a member of the Divisional PA Team, covering colleagues as and when required, to ensure a smooth, efficient and effective Divisional Support Service., Administrative and support service Provide a comprehensive and high level administrative and support service to the Quality team Manage and prioritise the workload effectively, including the following: Electronic mail and post Respond to routine correspondence on behalf of the Quality Team Draft responses to complex correspondence for the Quality Team to review. Ensure urgent correspondence is brought to the Quality Team attention or delegated to an appropriate member of staff. Manage the Quality Team diary Ensure the diary is managed with effective use of time, and to meet organisational requirements, including rescheduling conflicting appointments and making appropriate travel arrangements. Arrange meetings with large or small groups of people, coordinating with internal and external parties to negotiate dates and times, and ensuring details are communicated appropriately to relevant parties. Meeting arrangements Plan and make arrangements for large meetings and seminars, liaising with internal and external staff to book venues, arrange programmes and speakers. Negotiate costs, ensuring the event stays within set budget. Attend the event to ensure its smooth running, where appropriate. Provide an administrative service for meetings including booking venues, preparing papers and taking minutes or notes for accurate transcription. Undertake progress reporting on action items from meetings, liaising with, Quality Team, and other internal and external staff. Prepare PowerPoint presentations, and ensure equipment is set up ready to present. Undertake regular testing of presentational equipment including data projection and computers. Communication Answer telephone calls from members of internal and external organisations, providing general non-clinical information about the Trust or directing the caller more appropriately. Greet visitors to the department in a professional and courteous manner. Document production There is a regular requirement to produce accurate and professional documentation, in line with corporate style, including letters, reports, presentations, and minutes or notes of meetings. This includes advanced use of IT packages including Word, Excel, Outlook and PowerPoint. Record systems Set up and maintain records for sickness and holiday absence of staff reporting to the Quality Team Manage and maintain effective filing and bring forward systems. Ordering Responsible for maintaining stationery stocks and ordering supplies. General office duties including photocopying and reception duties Management of meetings and groups To manage the arrangements for specific meetings in line with agreed protocols, including: Arranging the annual schedule of meetings, in discussion with the Quality Team or Chair, along with an annual plan of business scheduled for those meetings. Ensuring reports are received within agreed deadlines, liaising with Trust and external staff as required. Communicating effectively with meeting members and circulating agenda and supporting papers in line with agreed protocols. Be comfortable taking both formal minutes and action and prepare draft minutes within 10 working days for approval by the meeting Chair. Taking responsibility for progressing action items from meetings, liaising with Quality Team and other staff, to ensure up to date position statements are available for following meetings.

• Good standard of general education (4 GCSEs or equivalent), including Maths and English language
• Level 3 diploma in administrative practice or business management or equivalent knowledge
• Evidence of continued professional development, Previous experience of working within the NHS
• Previous experience of working within administration at a senior level
• Taking and transcribing formal minute
• Pitman or Teeline shorthand, or equivalent skill in minute taking and transcription of notes, Previous experience of working within the NHS
• Previous experience of working within administration at a senior level
• Taking and transcribing formal minutes (at Board level)
• Pitman or Teeline shorthand, or equivalent skill in minute taking and transcription of notes
• Excellent IT skills and experience in the use of Microsoft Office, including Word, Outlook and Excel, other databases., Tactful and diplomatic
• Adaptable and flexible
• Organised, professional and punctual
• Ability to work and communicate with people at all levels
• Team player
• Ability to concentrate for prolonged periods
• Ability to deal with unpredictable workload and frequent interruptions
• High degree of discretion and initiative, Good personal presentation
• Flexibility in working hours
• Ability to independently travel
• Car driver
  
  Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core. As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below: https://forms.office.com/e/ahWY3eAGM2