Divisional Senior Personal Assistant

Job responsibilities

Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.

As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position.

Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment

This vacancy will close at midnight on 22nd December 2024

Interviews are due to be held on 7th January 2025

Benefits to you

At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.

On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only caf, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.

CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.

Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.

We welcome applications from the Armed Forces.

Qualifications

Essential

• Educated to degree level or NVQ level 4 Customer Service / Business Admin / ITQ or equivalent experience.
• Typing qualification or equivalent experience (if applicable)
• English GCSE / O Level / equivalent

Desirable

• Secretarial qualification or equivalent
• Team leader/management qualification or experience.

Experience

Essential

• Experience of working in a busy office environment
• Secretarial and/or complex administrative experience, including minute taking
• Experience of complex diary management
• Prioritising, planning and organising own tasks
• Working within guidelines
• Experience of IT packages - Microsoft office
• Experience of producing documents to a high standard

Desirable

• Previous experience of working in NHS
• Experience of dealing with difficult situations and confrontations

Knowledge

Essential

• Understanding of confidentiality and data protection
• Sound knowledge of office procedures
• Understanding of customer service
• Good working knowledge of Microsoft Office packages
• Awareness of anti-discriminatory issues.

Desirable

• Knowledge of the Trust including awareness of priorities
• Knowledge of Trust information systems
• Knowledge of data pulling and reporting if requested

Skills

Essential

• Ability to manage/work as part of a team
• Excellent communication skills including telephone, email, face to face
• Ability to organise and manage own time keeping to schedule and deadlines
• Ability to use own initiative and work autonomously
• Willing to take on/learn new skills
• Ability to show attention to detail and accuracy
• Ability to adapt to change
• Ability to work under pressure
• Ability to store and safeguard confidential documents
• Ability to show attention to detail and take minutes to a high standard.

Desirable

• Ability to work with budgets
• Ability to requisition general stock

Additional Requirements

Essential

• The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).