Job summary
This is an exciting opportunity to join the Head & Neck Group Team providing professional, comprehensive, and efficient secretarial and administrative support to the Operations Director and Care Group senior management team. You will be joining a supportive and well-established team, with opportunities for learning and development within the role.
You must have excellent secretarial, organisational, and communication skills with evidence of IT literacy and enjoy working within a team.
It is essential that you are highly motivated and adaptable, with the ability to work under your own initiative and with minimal supervision. The role helps connect the clinical and administrative teams together, so a positive outlook and the ability to develop a good relationship with a variety of people is crucial to the role.
Main duties of the job
As the Personal Assistant, you will require excellent communication and organisational skills to manage and prioritise the Operations Director's workload effectively, ensuring their time is optimally utilised in alignment with the Trust's priorities. You will build a close working relationship with the Operations Director and act as a key liaison with Clinical and Executive management teams across the organisation.
In addition to providing high-level PA support, the role offers involvement in a wide range of administrative tasks and projects. This variety is designed to provide you with a dynamic work experience and opportunities for personal and professional development.
This is a high-profile and pivotal role within the service, and we invite applications from confident, organised individuals with previous PA experience, ideally in a healthcare sector. The ideal candidate will be self-motivated, determined, and committed to public service and enhancing patient experience.
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.
The Head & Neck Care Group brings together the Directorates of Neurosciences, Ear, Nose & Throat (ENT), Ophthalmology and Charles Clifford Dental Services. Head & Neck Services has a combined workforce of more than 1155 WTE staff providing a wide range of outpatient, inpatient, day case, ward, and critical care services with a budget of over £58m.
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
- OCR III/RSA III Administration (or equivalent demonstrable experience)
- Educated to GCSE Grade C or above in English (or equivalent)
Further Training
Essential
- Microsoft Office Packages training or demonstrable experience including PowerPoint and Excel
- EDCL qualification or demonstrable excellent PC literacy
- Note taking / transcribing minutes of meetings
Desirable
Experience
Essential
- Proven relevant experience of working as a PA at a high level in a business/hospital environment.
- Familiar with the demands of highly confidential work at a senior level in an organisation.
- Experience of audio typing and real time minute taking
- Knowledge and understanding of clerical procedures within a large organisation
- Experience of Microsoft office packages: Word, Excel including Pivot tables and PowerPoint
Desirable
- Knowledge of NHS Trust organisational structure.
- Knowledge and understanding of the complex and highly sensitive directorates issues within the Head & Neck Care Group.
Special Skills/Aptitudes
Essential
- Excellent communication skills with the ability to relate to a diverse group of professional staff and managers, communicate both in writing and orally and convey complex and sensitive information
- Proactive approach to tasks with ability to work unsupervised and demonstrating ability to make decisions on urgency, complexity and sensitivity of issues.
- Ability to work as part of a team
- Ability to provide guidance and support
- Excellent organisational skills
- Good verbal communication skills
- Ability to prioritise effectively, including when working to challenging 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
- Absolute compliance with confidentiality
- Flexible approach to working practices
Person Specification
Qualifications
Essential
- OCR III/RSA III Administration (or equivalent demonstrable experience)
- Educated to GCSE Grade C or above in English (or equivalent)
Further Training
Essential
- Microsoft Office Packages training or demonstrable experience including PowerPoint and Excel
- EDCL qualification or demonstrable excellent PC literacy
- Note taking / transcribing minutes of meetings
Desirable
Experience
Essential
- Proven relevant experience of working as a PA at a high level in a business/hospital environment.
- Familiar with the demands of highly confidential work at a senior level in an organisation.
- Experience of audio typing and real time minute taking
- Knowledge and understanding of clerical procedures within a large organisation
- Experience of Microsoft office packages: Word, Excel including Pivot tables and PowerPoint
Desirable
- Knowledge of NHS Trust organisational structure.
- Knowledge and understanding of the complex and highly sensitive directorates issues within the Head & Neck Care Group.
Special Skills/Aptitudes
Essential
- Excellent communication skills with the ability to relate to a diverse group of professional staff and managers, communicate both in writing and orally and convey complex and sensitive information
- Proactive approach to tasks with ability to work unsupervised and demonstrating ability to make decisions on urgency, complexity and sensitivity of issues.
- Ability to work as part of a team
- Ability to provide guidance and support
- Excellent organisational skills
- Good verbal communication skills
- Ability to prioritise effectively, including when working to challenging 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
- Absolute compliance with confidentiality
- Flexible approach to working practices
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).
Employer details
Employer name
Sheffield Teaching Hospitals NHS Foundation Trust
Address
Head & Neck Management Office
6 Claremont Place
Sheffield
S10 2TB
Employer's website
https://www.sth.nhs.uk (Opens in a new tab)
