Job summary
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for detailed job description of the role.
Open only to applicants from 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.
Main duties of the job
The Southampton Children's Hospital team are delighted to be able to offer a fantastic opportunity to join our team as the Personal Assistant (PA) for the Leadership team.If you are an experienced and dedicated individual looking to join a highly ambitious and caring team, then we would love to hearing from.
Southampton Children's Hospital supports families with emergency care needs, highly specialist treatments and pioneering care with an excellent national and international reputation.
We deliver our local and specialist services through 10 wards including a Paediatric Intensive Care Unit and High Dependency Unit, an Outpatient Department, Day Unit and Specialist Centre. We have a strong team of specialist nurses and advanced nurse practitioners.
This role supports the Matrons, Operational team and Care Group Manager in co-ordinating and managing key administrative aspects of our services.The role provides administrative oversight for all of our meetings and close working with our clinical teams to ensure each service has essential clinical equipment. In addition to often being the entry point for Southampton Children's Hospital for many external queries.
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.
All non-clinical roles may involve a mixture of on site and remote working, Specific details and flexible working options can be discussed as part of the interview process. UHS employees are able to 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.
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 interview about the flexibility you need, and we will explore what's possible for the role and service
Job description
Job responsibilities
The successful applicant will join a team of Matrons, Operational managers and the Care Group Manager working within the Childrens Hospital.
The post holder will need to demonstrate excellent communication skills and secretarial and/or administrative experience, and will work both autonomously and as part of a team to support the work of the Matrons, Operational teams and Care Group Manager.
We are looking for a team member who:
1. Has secretarial or administrative experience in a customer/patient-focused environment2. Has knowledge of business and administration3. Demonstrates excellent communication, interpersonal, and organisational skills4. Has the ability to work to a high standard under pressure
YOUR RESPONSIBILITIES
1. Organising and prioritising diary appointments, re-arranging, when necessary, take account of more urgent meetings/appointments as they arise, informing the manager(s) of any new, changes and urgent appointments2. Arranging meetings, liaising with other teams as appropriate to set a mutually convenient time/date. This may include the booking/arranging of a suitable venue, equipment and refreshments3. Preparing meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time4. Attending meetings and taking minutes/notes as required, initiating action on identified issues, as appropriate, ensuring that these are produced in-line with the agreed format and distributed as necessary5. Organising departmental events (e.g. team meetings, away days), which may include the preparation of agendas and other documents6. Acting as the first point of contact on behalf of the relevant manager(s), receiving their telephone calls, emails, and personal callers, responding efficiently and promptly to queries, either personally; by re-directing to the appropriate person/department; or taking a message, and ensuring that appropriate priority is given to urgent enquiries/matters
Job description
Job responsibilities
The successful applicant will join a team of Matrons, Operational managers and the Care Group Manager working within the Childrens Hospital.
The post holder will need to demonstrate excellent communication skills and secretarial and/or administrative experience, and will work both autonomously and as part of a team to support the work of the Matrons, Operational teams and Care Group Manager.
We are looking for a team member who:
1. Has secretarial or administrative experience in a customer/patient-focused environment2. Has knowledge of business and administration3. Demonstrates excellent communication, interpersonal, and organisational skills4. Has the ability to work to a high standard under pressure
YOUR RESPONSIBILITIES
1. Organising and prioritising diary appointments, re-arranging, when necessary, take account of more urgent meetings/appointments as they arise, informing the manager(s) of any new, changes and urgent appointments2. Arranging meetings, liaising with other teams as appropriate to set a mutually convenient time/date. This may include the booking/arranging of a suitable venue, equipment and refreshments3. Preparing meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time4. Attending meetings and taking minutes/notes as required, initiating action on identified issues, as appropriate, ensuring that these are produced in-line with the agreed format and distributed as necessary5. Organising departmental events (e.g. team meetings, away days), which may include the preparation of agendas and other documents6. Acting as the first point of contact on behalf of the relevant manager(s), receiving their telephone calls, emails, and personal callers, responding efficiently and promptly to queries, either personally; by re-directing to the appropriate person/department; or taking a message, and ensuring that appropriate priority is given to urgent enquiries/matters
Person Specification
Trust Values
Essential
- Patient First
- Always Improving
- Working Together
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
- Prioritisation
- Working under pressure
- Organisational skills
- Advanced keyboard skills
- Taking the initiative
- Time management
- Communication
- Working autonomously
- Problem solving
- Diplomacy
Person Specification
Trust Values
Essential
- Patient First
- Always Improving
- Working Together
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
- Prioritisation
- Working under pressure
- Organisational skills
- Advanced keyboard skills
- Taking the initiative
- Time management
- Communication
- Working autonomously
- Problem solving
- Diplomacy
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).
