South Tyneside and Sunderland NHS Foundation Trust

Personal Assistant to Director of HR & OD

This job is now closed

Job summary

An exciting opportunity has arisen for a self-motivated enthusiastic individual to join our team in the role of Personal Assistant (PA) to the Executive Director of Human Resources & Organisational Development (HR&OD). As PA you will be the first point of contact for the Director providing a professional service and be able to deal with sensitive matters in a discreet and confidential manner.

The successful candidate will have GCSE Grade C (or equivalent), in Maths and English as well as previous experience of providing a full administrative service. You will be able to demonstrate excellent verbal and written communications and be able to prioritise a constantly changing workload. Attention to detail is essential particularly when producing minutes and reports.

This role is varied and at times challenging with the successful candidate working across a wide range of issues and often with tight deadlines. The successful candidate will demonstrate the values of the organisation, aligning with our Excellence in all that we do ethos.

If you are interested in the role and want to know more, please contact Kath Griffin at Kathleen.griffin@nhs.net

Main duties of the job

In addition to discretion and confidentiality which are essential attributes the duties of the role include:

Organising meetings, preparing agendas, papers and taking and distributing minutes.
Managing the Directors diary, including diary conflicts and forward planning appointments and meetings.
Providing project management support for a range of HR & OD initiatives.
Working with teams across the Directorate and those external to the Directorate including Trade Unions.
Supporting the review process for policies and other key documents.

This post would provide an excellent development opportunity for someone who wants experience of how a large complex organisation operates or indeed who may be considering a career in Human Resources Management.

Please note the Trust are not able to offer Skilled Worker Sponsorship for this role as it does not meet the UKVI threshold requirements. Applicants are requested to consider this when making their application. Please visit Gov.UK for further information

About us

Please help us by adding your telephone number to your application form this will allow us to contact you quickly if required.

One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.

We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups. Looking after our workforces health and wellbeing is a priority for STSFT. We also provide access to high quality education, training, career progression and support. Flexible working is supported via the Trust's Flexible Working Policy.

The Trust employs around 8,300 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area, in some cases to a population as great as 860,000. We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Childcare Co-ordinator to help staff with childcare arrangements.

Date posted

13 June 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9155-CRAC-0623-27

Job locations

Trust Headquarters

Sunderland Royal Hospital

Sunderland

SR4 7TP

Job description

Job responsibilities

To provide a comprehensive and professional personal assistant service to the Executive Director of Human Resources & Organisational Development (HR&OD), managing sensitive matters in a discreet and confidential manner.

To provide an efficient and effective secretarial service to the Executive Director of HR&OD including record keeping, managing diaries, taking messages, typing.

To process orders and invoices when required.

To provide support for meetings by preparing and circulating papers, including agendas, and attending meetings to take minutes.

PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR FULL DETAILS OF THE ROLE.

Job description

Job responsibilities

To provide an efficient and effective secretarial service to the Executive Director of HR&OD including record keeping, managing diaries, taking messages, typing.

To process orders and invoices when required.

To provide support for meetings by preparing and circulating papers, including agendas, and attending meetings to take minutes.

PLEASE REFER TO THE ATTACHED JOB DESCRIPTION FOR FULL DETAILS OF THE ROLE.

Person Specification

Qualifications

Essential

GCSE grade C and above in English and Maths or equivalent, or Level 2 Literacy and Numeracy
NVQ Level III in Business Administration (or working towards) or equivalent.

Experience

Essential

Experience of managing busy diaries and general office practice
Experience of working in a busy office, managing own workload
Experience of working with the public and staff at all levels in an organisation
Experience of minute taking for senior level meetings/committees
Experience of handling and managing sensitive situations and data
Proven experience of prioritising work and meeting deadlines

Physical Skills

Essential

Must be discreet and professional
Must be self-motivated with the ability to act under pressure
Maintain the confidentiality of the Trust and patient information and use such information only as authorised for specific purposes
Undertake personal development, mandatory training and appraisal
Ability to travel independently when required to work at different locations

Skills and Knowledge

Essential

Word processing at an advanced level
Highly proficient in the use of Microsoft Office packages
Able to use own initiative and work without supervision
Able to work to strict deadlines in a pressurised environment
Excellent communication skills, verbal and written
Ability to recognise the importance, confidentiality and sensitivity of issues and act with the utmost discretion
Excellent attention to detail and accuracy in production of work including minutes of meetings
Ability to liaise and coordinate with teams from other departments / organisations
Ability to work with interruptions from telephone calls and visitors
Ability to demonstrate the Trusts values and behaviours
Ability to work flexibly dependent on the needs of the service, including on occasion outside of core working hours
Excellent time management
Excellent administrative and organisational skills

Person Specification

Qualifications

Essential

GCSE grade C and above in English and Maths or equivalent, or Level 2 Literacy and Numeracy
NVQ Level III in Business Administration (or working towards) or equivalent.

Experience

Essential

Experience of managing busy diaries and general office practice
Experience of working in a busy office, managing own workload
Experience of working with the public and staff at all levels in an organisation
Experience of minute taking for senior level meetings/committees
Experience of handling and managing sensitive situations and data
Proven experience of prioritising work and meeting deadlines

Physical Skills

Essential

Must be discreet and professional
Must be self-motivated with the ability to act under pressure
Maintain the confidentiality of the Trust and patient information and use such information only as authorised for specific purposes
Undertake personal development, mandatory training and appraisal
Ability to travel independently when required to work at different locations

Skills and Knowledge

Essential

Word processing at an advanced level
Highly proficient in the use of Microsoft Office packages
Able to use own initiative and work without supervision
Able to work to strict deadlines in a pressurised environment
Excellent communication skills, verbal and written
Ability to recognise the importance, confidentiality and sensitivity of issues and act with the utmost discretion
Excellent attention to detail and accuracy in production of work including minutes of meetings
Ability to liaise and coordinate with teams from other departments / organisations
Ability to work with interruptions from telephone calls and visitors
Ability to demonstrate the Trusts values and behaviours
Ability to work flexibly dependent on the needs of the service, including on occasion outside of core working hours
Excellent time management
Excellent administrative and organisational skills