UHWM PA To Director Of Nursing & Integration

*** CV's not accepted. Please complete and upload the Application Form below***

Main Duties and Responsibilities

• To be the ‘front face’ and Link person in the DON Office for all internal and external stakeholders including Patients, Families, Politicians, Senior HSE Managers, Department of Health Officials etc.
• Undertaking all duties in a confidential, professional and courteous manner when representing the DON office
• To be the line manager for other admin staff in the DON office
• To provide secretarial and full admin support to the DON and work closely with the Business Manager assigned to the DON’s Office on all related administrative matters
• To maintain a robust correspondence system that ensures chronological files and ability to follow up on correspondence to which responses have not been received
• To coordinate and manage the DON’s diary in accordance with the DON’s direction and ensure regular meetings are scheduled and undertaken with direct reports
• To manage the DON’s email in accordance with the DON’s direction
• To prioritise, filter or redirect written, electronic and verbal communication to be dealt with personally or brought to the attention of the DON
• To coordinate and quality assure appropriate Agendas, documents and correspondence for designated meetings and perform the role of minute taker as requested by the DON
• To organise meetings on behalf of the DON with internal and external stakeholders
• To keep the DON fully appraised and aware of all daily events requiring attention or awareness
• To organise travel and coordinate itineraries on behalf of the DON
• To work with the Executive Management Team in association with the Business Manager assigned to the DON’s Office to generate and produce detailed minutes / actions lists and circulate once approved in a timely manner to members of such committees as required
• To attend meetings as required.to maintain a good working knowledge of issues within the remit of the DON to be able to make decisions on issues and queries that arise in his / her absence or refer same to the nominated Deputy DON
• To undertake any other duties as assigned from time to time.

Communications

• To demonstrate a clear understanding of the role of the DON’s office and to participate in the overall delivery of its function within the HSE
• To facilitate effective communications with other members of the DON’s office, the UHW Management Team, HSE Senior/Corporate Managers and other relevant stakeholders as required
• To effectively handle queries directed to the DON’s office – assessing, recording and passing on queries, ensuring that such enquiries are dealt with in a timely manner and responses recorded

Team Working

• To liaise with all staff in the DON’s office where appropriate and contribute effectively to the excellent team environment established
• To contribute to a process of continuous process improvement within the DON’s office.
• To maintain and update files and develop and maintain an appropriate manual and electronic filing and tracking systems on an ongoing basis
• Must be able to work in a dynamic environment.

Other Duties

• To perform such other duties, whether or not connected with or incidental to the functions of the Director of Nursing & Integration’s office / Deputy Director of Nursing, or designate may reasonably require.
• To undertake all duties in a confidential, professional and courteous manner when representing the Director of Nursing & Integration’s Department.
• At times manage in situations of ambiguity.

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.