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Medical Directorate Business Administrator / Coordinator

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University Hospitals Coventry and Warwickshire (UHCW) NHS Trust

6d ago

  • Job
    Full-time
    Mid & Senior Level
  • Coventry

AI generated summary

  • You must be proactive, organized, and detail-oriented, with strong interpersonal skills, experience in senior-level negotiation, administrative support, and project delivery.
  • You will manage diaries, organize meetings, transcribe minutes, support project work, maintain information systems, and ensure efficient administration for medical functions and audits.

Requirements

  • - A highly professional and proactive individual
  • - Experience of negotiating and influencing staff at a senior level
  • - Excellent organisational skills and attention to detail
  • - Excellent interpersonal skills
  • - Strong teamwork ethic
  • - Behaviours aligned to the Trust’s values of acting with openness, honesty and integrity
  • - Working in partnership to deliver and improve services
  • - Experience in providing personal assistant support
  • - Effective collaboration with relevant personnel
  • - Organising and attending meetings
  • - Ability to take and transcribe minutes or action notes
  • - Experience in providing administrative support
  • - Ability to collate and report data
  • - Proficiency in preparing documents for presentation
  • - Ability to implement clerical and administrative processes
  • - Support and deliver project work
  • - Supporting information systems and ensuring quality and performance standards
  • - Experience with system support related to Revalidation and Appraisal
  • - Lead on administrative functions

Responsibilities

  • 1. Main duties include providing personal assistant support to and managing the commitments of the Deputy Chief Medical Officers through efficient diary management.
  • 2. Effective collaboration with all relevant personnel to maintain an effective administration system; prompt transcription where required, manipulation and distribution of appropriate correspondence.
  • 3. Organising and attending DCMO chaired meetings, taking and transcribing minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at the appropriate level.
  • 4. Providing administrative support to the CMO portfolio work/project work as required by the Medical Directorate Business Manager, including collation and reporting of data in order to produce reports, spreadsheets and presentations, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines.
  • 5. To plan, organise and implement the clerical and administrative processes of the Medical Directorate, Medical Revalidation & Appraisal function and job planning function where required, demonstrating effective office skills. Including the preparation of documents for presentation (e.g. PowerPoint Slides) for the Medical Directorate Trust wide clinical meetings.
  • 6. To plan, organise and implement the clerical and administrative processes of the Guardian of Safe Working Function, working in collaboration with the People Directorate.
  • 7. Support and deliver project work with Business Manager and wider Medical Directorate team.
  • 8. Supporting the Medical Revalidation & Appraisal and Job Planning systems; to organise, manage and maintain the use of information systems including L2P, PReP and Equitini 360, ensuring the Trust meets quality and performance standards.
  • 9. Supporting Revalidation and Appraisal and Job Planning functions with day-to-day system support, including but not limited to: updating PReP with new GMC submission dates, appraisal Data Packs, Updating Prescribed Connection Database with completed appraisals, adhoc update of TrustNav, management of general enquires in generic inboxes for Job Planning & Medical Revalidation & Appraisals, and set up 360 Feedback for doctors.
  • 10. Lead on the GIRFT administrative function for the Trust, working collaboratively with Clinical Groups and external regional GIRFT managers to ensure all GIRFT meetings are planned, coordinated, organised and delivered effectively.

FAQs

What is the primary location for this job?

The primary location for this job is at University Hospital, Coventry.

What are the main responsibilities of the Medical Directorate Business Administrator/Coordinator?

The main responsibilities include managing the diaries of the Deputy Chief Medical Officers, organizing key meetings, supporting Medical Revalidation, Appraisal, and Job Planning functions, and coordinating the Trust GIRFT programme with the Business Manager.

What qualifications or experience is required for this role?

The successful candidate should have experience in a similar administrative role, strong organizational skills, excellent interpersonal skills, and the ability to communicate effectively at a senior level.

Will the post holder be required to take minutes during meetings?

Yes, the post holder will be responsible for taking and transcribing minutes during DCMO chaired meetings.

What type of team culture can I expect?

You can expect a dedicated and enthusiastic team culture that values openness, honesty, integrity, and teamwork in delivering high-quality patient care.

Are there opportunities for professional development?

Yes, the Trust offers a wide range of learning and development opportunities for staff.

What types of IT systems will be used in this role?

The role will utilize various Trust IT systems including L2P, PReP, and Equitini 360 for managing medical revalidation, appraisal, and job planning functions.

Is this a permanent position?

Yes, this is a permanent contract position.

Does the Trust support work-life balance?

Yes, the Trust is committed to creating an environment that promotes work-life balance for its employees.

How does the Trust ensure diversity and inclusion in the workplace?

The Trust is committed to building an organization that values the diverse talents, skills, and perspectives of its workforce and promotes principles of fairness, respect, equality, dignity, and autonomy.

University Hospitals Coventry and Warwickshire (UHCW) NHS Trust

Science & Healthcare
Industry
5001-10,000
Employees
1992
Founded Year

Mission & Purpose

University Hospitals Coventry and Warwickshire NHS Trust provides a broad spectrum of acute and specialized medical services in Coventry and Warwickshire. Their ultimate mission is to deliver high-quality, patient-centered care, focusing on improving health outcomes and ensuring the well-being of their community. Their purpose is to offer comprehensive and accessible healthcare, continually enhancing their services through dedication and innovation.