Job summary
An exciting opportunity has arisen due to the retirement of the previous post holder to work within Surgical Services as a Personal Assistant to the Nurse Director and Deputy Nurse Director.
The post holder will support the Nurse Director and Deputy Nurse Director, providing a full range of Personal Assistant duties. To ensure the management and support service to the care group is well co-ordinated and evenly balanced whilst maintaining individual accountability and direction within the team. To be the first point of contact for external and internal parties to access the Nurse Director and Deputy Nurse Director. Previous experience in this role within the NHS to senior managers would be advantageous.
Main duties of the job
To manage the personal requirements of the Nurse Director and Deputy Nurse Director and all functions led from that office.
To prioritise and manage own workload and to have determination and resilience in meeting objectives and deadlines and maintaining a fast pace of work.
To manage the diaries and e-mail inboxes of the Nurse Director and Deputy Nurse Director, highlighting key issues in a timely manner.
Coordinate a realistic diary that combines availability for key meetings with sufficient time for travel, preparation, and the delivery of key pieces of work.
To be the first contact point for external and internal parties to access the Executive Team, co-ordinating queries, and responses to ensure that enquiries are dealt with in a timely, efficient, tactful, professional, and courteous manner.
To deal with telephone enquiries from both internal (members of staff) and external (patients, relatives, other organisations, and companies) parties on behalf of the Executive Team, and to deal with correspondence on behalf of the Executive Team. This will include personally initiating replies and drafting responses.
To co-ordinate major events/conferences.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
In return you will be supported to develop both personally and professionally to enhance your career. We promote a work/life balance and support flexible working. Although Surgical services spans across two site the post holder will be predominately based at the Northen General Hospital.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Qualifications
Essential
- GCSE level (or equivalent ) at grade C/4 or above in English and Maths
- OCR III word processing or equivalent
Desirable
- Diploma in Business Administration (level 4), or, experience in business administration that would equate to level 4, or, NVQ3 qualification plus other short courses (e.g. ILM3, ECDL)
Experience
Essential
- Relevant PA or secretarial experience
- Experience of working with multidisciplinary teams
- Knowledge and understanding of clerical procedures within a large organisation
- Experience of Microsoft office packages, especially Word, Excel including Pivot tables and PowerPoint
- Experience of audio typing and real time minute taking
- Experience of implementing and managing processes for filtering and prioritising large volumes of email traffic for multiple staff members
Desirable
- Experience of staff management
- Experience of providing PA experience to senior managers within the NHS
Further Training
Desirable
- Knowledge of ESR and PALMS
Special Skills/Aptitudes
Essential
- Ability to work independently with minimal supervision
- Ability to work as part of a team
- Ability to provide guidance and support
- Excellent organisational skills
- Good verbal communication skills
- Good written communication skills including the ability to present information in a clear manner.
- Ability to prioritise effectively, including when working to tight deadlines
- Ability to deal effectively with conflict and to minimise its escalation
- Ability to solve problems
- Competent to interpret numerical information
- Ability to keep accurate and appropriate staff records
- Maintain the highest standards of confidentiality
Desirable
- Ability to produce brief reports including numerical information
- Knowledge of medical terminology
Person Specification
Qualifications
Essential
- GCSE level (or equivalent ) at grade C/4 or above in English and Maths
- OCR III word processing or equivalent
Desirable
- Diploma in Business Administration (level 4), or, experience in business administration that would equate to level 4, or, NVQ3 qualification plus other short courses (e.g. ILM3, ECDL)
Experience
Essential
- Relevant PA or secretarial experience
- Experience of working with multidisciplinary teams
- Knowledge and understanding of clerical procedures within a large organisation
- Experience of Microsoft office packages, especially Word, Excel including Pivot tables and PowerPoint
- Experience of audio typing and real time minute taking
- Experience of implementing and managing processes for filtering and prioritising large volumes of email traffic for multiple staff members
Desirable
- Experience of staff management
- Experience of providing PA experience to senior managers within the NHS
Further Training
Desirable
- Knowledge of ESR and PALMS
Special Skills/Aptitudes
Essential
- Ability to work independently with minimal supervision
- Ability to work as part of a team
- Ability to provide guidance and support
- Excellent organisational skills
- Good verbal communication skills
- Good written communication skills including the ability to present information in a clear manner.
- Ability to prioritise effectively, including when working to tight deadlines
- Ability to deal effectively with conflict and to minimise its escalation
- Ability to solve problems
- Competent to interpret numerical information
- Ability to keep accurate and appropriate staff records
- Maintain the highest standards of confidentiality
Desirable
- Ability to produce brief reports including numerical information
- Knowledge of medical terminology
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).
