Job summary
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please note this vacancy is only open to applicantsfrom Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT.
Please see below for a detailed job description of the role.
Main duties of the job
A Personal Assistant role has become available to join the Wessex Genomics Management team to support them in delivering the strategic objectives of the service. The team have several ongoing projects and workstreams that require additional administrative support to complement the existing administration team that is already working to deliver our business as usual activities.
Key Responsibilities
- Provide a comprehensive personal assistant service.
- Coordinate and streamline administrative processes to ensure consistent and effective administration service is always maintained.
- To organise and prioritise multiple diary appointments where appropriate; rearranging when necessary, to take account of more urgent meetings/appointments as they arise, informing the appropriate manager of any changes, or new or urgent appointments.
- To provide administrative support relating to key projects including; recruitment and retention and IT transformation workstreams.
- Use your initiative to set your priorities within the specified timescales.
Travel will be required to either site as necessary, travel expenses will be paid in line with UHS policy.
About us
As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to.
Specific to this role is the suitability for agile working which is a mixture of on-site and remote working. In addition, we are open to discussing flexibility in the hours that you work. Please talk to us at the interview about the flexibility you need, and we will explore what's possible for the role and service.UHS employees can access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.
Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.
Job description
Job responsibilities
General Duties
- To act as the first point of contact by receiving telephone calls, emails and visitors, responding efficiently and promptly to queries, either personally by redirecting to the appropriate person/department, or taking a message and ensuring that appropriate priority is given to urgent enquiries/matters.
- To ensure that as the first point of contact, visitors and staff are met in a courteous and welcoming manner, offering refreshments as appropriate.
- To organise and prioritise multiple diary appointments where appropriate; rearranging when necessary, to take account of more urgent meetings/appointments as they arise, informing the appropriate manager of any changes, new or urgent appointments.
- To arrange meetings, liaise with other PAs/secretaries/staff as appropriate to set a mutually convenient time and date, coordinate multiple diaries and negotiate availability at all levels, booking/arrange suitable venues, travel arrangements, equipment and refreshments.
- To prepare/draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time.
- To attend meetings and take minutes/notes as required, initiating action on identified issues, as appropriate. To ensure that these are produced in line with the agreed format and distributed as necessary.
- To open, sort/redirect and prioritise incoming posts as appropriate.
- To respond to routine communications (including letters, memos, and emails) where possible, initiating routine correspondence within agreed guidelines/procedures for approval/amendment.
- To monitor outstanding responses and chase/check progress, to ensure deadlines are met.
- To maintain all personnel records, including contracts of employment, sickness certificates, and annual leave records. Highlighting problems/issues as appropriate.
- To order/maintain stationery/materials ensuring that appropriate requisitions are authorised, acting as the delegated signatory.
For additional information, please refer to the job description and person specification.
Job description
Job responsibilities
General Duties
- To act as the first point of contact by receiving telephone calls, emails and visitors, responding efficiently and promptly to queries, either personally by redirecting to the appropriate person/department, or taking a message and ensuring that appropriate priority is given to urgent enquiries/matters.
- To ensure that as the first point of contact, visitors and staff are met in a courteous and welcoming manner, offering refreshments as appropriate.
- To organise and prioritise multiple diary appointments where appropriate; rearranging when necessary, to take account of more urgent meetings/appointments as they arise, informing the appropriate manager of any changes, new or urgent appointments.
- To arrange meetings, liaise with other PAs/secretaries/staff as appropriate to set a mutually convenient time and date, coordinate multiple diaries and negotiate availability at all levels, booking/arrange suitable venues, travel arrangements, equipment and refreshments.
- To prepare/draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time.
- To attend meetings and take minutes/notes as required, initiating action on identified issues, as appropriate. To ensure that these are produced in line with the agreed format and distributed as necessary.
- To open, sort/redirect and prioritise incoming posts as appropriate.
- To respond to routine communications (including letters, memos, and emails) where possible, initiating routine correspondence within agreed guidelines/procedures for approval/amendment.
- To monitor outstanding responses and chase/check progress, to ensure deadlines are met.
- To maintain all personnel records, including contracts of employment, sickness certificates, and annual leave records. Highlighting problems/issues as appropriate.
- To order/maintain stationery/materials ensuring that appropriate requisitions are authorised, acting as the delegated signatory.
For additional information, please refer to the job description and person specification.
Person Specification
Qualifications, knowledge and experience
Essential
- Good standard of secondary education with English skills demonstrable to GSCE pass level or equivalent standard
- NVQ level 4 in business admin or equivalent level of experience
- Experience working as a Personal Assistant or in business administration
- Working as part of a team and independently
Desirable
- Experience within an Acute Trust or other healthcare sector
- Previous experience of working in an extremely busy environment
- Budget holding experience
Skills and competencies
Essential
- Working under pressure
- Organisational skills
- Advanced keyboard skills
- Taking the initiative
- Time management
- Communication
- Working autonomously
- Problem solving
Trust Values
Essential
- Patients First
- Always Improving
- Working Together
Person Specification
Qualifications, knowledge and experience
Essential
- Good standard of secondary education with English skills demonstrable to GSCE pass level or equivalent standard
- NVQ level 4 in business admin or equivalent level of experience
- Experience working as a Personal Assistant or in business administration
- Working as part of a team and independently
Desirable
- Experience within an Acute Trust or other healthcare sector
- Previous experience of working in an extremely busy environment
- Budget holding experience
Skills and competencies
Essential
- Working under pressure
- Organisational skills
- Advanced keyboard skills
- Taking the initiative
- Time management
- Communication
- Working autonomously
- Problem solving
Trust Values
Essential
- Patients First
- Always Improving
- Working Together
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.
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).
Additional information
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.
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).
