Job summary
We are seeking a highly organised, proactive and confident Personal Assistant / Administrative Supervisor (Band 5) to provide comprehensive business support to the Pathology Directorate leadership team at University Hospitals Plymouth NHS Trust.
This is a key role supporting senior leaders within a large, complex diagnostic service. You will manage the day-to-day running of the Directorate leadership office, provide high-quality PA support, and line manage a small administrative team to ensure effective, timely and professional administrative services across Pathology.
The post is primarily based at Derriford Hospital, with an expectation that the postholder may also be required to work periodically from the Lighthouse Laboratory, Estover, to support Directorate and service needs.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
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Provide comprehensive, confidential PA and administrative support to the Pathology Directorate leadership team.
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Manage complex diaries, correspondence and inboxes, ensuring priorities are identified and progressed appropriately.
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Organise and support high-level internal and external meetings, including agenda preparation, minute taking and action tracking.
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Act as a key point of contact for internal and external stakeholders, maintaining professional and effective working relationships.
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Line manage and support a team of Band 3 administrators, including workload allocation, appraisals, attendance management and development.
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Coordinate administrative processes to support leadership meetings, workforce processes and Directorate activity.
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Ensure administrative systems, records and processes are accurate, timely and compliant with Trust requirements.
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Support effective communication and information flow across the Pathology Directorate.
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Provide cover and resilience across the administrative function, including cross-cover arrangements where required.
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Contribute to service improvement by promoting efficient, right-first-time administrative practices.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
1. Personal Assistant & Business Support
- Provide a full range of high-quality PA and administrative support to the Pathology Directorate leadership team, including preparation of correspondence, reports and presentations.
- Manage complex diaries and inboxes, prioritising requests, resolving clashes and ensuring leaders are appropriately briefed for meetings and engagements.
- Act as the first point of contact for internal and external enquiries, dealing with matters professionally and escalating urgent or sensitive issues appropriately.
- Organise and coordinate meetings, including room bookings, virtual arrangements, agenda preparation, collation of papers and follow-up actions.
- Take accurate and timely minutes at formal meetings and ensure actions are tracked and followed up.
- Prepare forward work programmes and meeting schedules to support effective Directorate planning and governance cycles.
- Draft emails, letters and communications on behalf of senior leaders, using judgement and discretion, and seeking approval where required.
- Maintain effective and confidential filing and record-keeping systems to ensure information is accessible and secure.
- Support recruitment processes for Directorate leadership and administrative posts, including TRAC coordination, interview scheduling and associated documentation.
- Provide administrative support to senior leaders in managing annual leave, appraisals, meetings and correspondence relating to their direct reports.
For further details please see the attached JD & PS
Job description
Job responsibilities
1. Personal Assistant & Business Support
- Provide a full range of high-quality PA and administrative support to the Pathology Directorate leadership team, including preparation of correspondence, reports and presentations.
- Manage complex diaries and inboxes, prioritising requests, resolving clashes and ensuring leaders are appropriately briefed for meetings and engagements.
- Act as the first point of contact for internal and external enquiries, dealing with matters professionally and escalating urgent or sensitive issues appropriately.
- Organise and coordinate meetings, including room bookings, virtual arrangements, agenda preparation, collation of papers and follow-up actions.
- Take accurate and timely minutes at formal meetings and ensure actions are tracked and followed up.
- Prepare forward work programmes and meeting schedules to support effective Directorate planning and governance cycles.
- Draft emails, letters and communications on behalf of senior leaders, using judgement and discretion, and seeking approval where required.
- Maintain effective and confidential filing and record-keeping systems to ensure information is accessible and secure.
- Support recruitment processes for Directorate leadership and administrative posts, including TRAC coordination, interview scheduling and associated documentation.
- Provide administrative support to senior leaders in managing annual leave, appraisals, meetings and correspondence relating to their direct reports.
For further details please see the attached JD & PS
Person Specification
Knowledge and Experience
Essential
- oDemonstrable experience in a PA, senior administrative or business support role
- oDemonstrable experience of supporting senior managers or leadership teams
- oDemonstrable experience of line managing or supervising administrative staff
Desirable
- oDemonstrable experience working within the NHS or a large healthcare organisation
- oProven knowledge of Pathology or diagnostic services
Qualifications
Essential
- oEducated to degree level or equivalent, including NVQ Level 4/5, or equivalent demonstrable experience in a senior administrative or personal assistant role.
- oGCSE English and Maths (or equivalent).
Desirable
- Relevant business administration, management or leadership qualification.
Aptitude & Abilities
Essential
- Excellent organisational and time management skills
- Strong written and verbal communication skills
- Ability to prioritise workload and work autonomously
Person Specification
Knowledge and Experience
Essential
- oDemonstrable experience in a PA, senior administrative or business support role
- oDemonstrable experience of supporting senior managers or leadership teams
- oDemonstrable experience of line managing or supervising administrative staff
Desirable
- oDemonstrable experience working within the NHS or a large healthcare organisation
- oProven knowledge of Pathology or diagnostic services
Qualifications
Essential
- oEducated to degree level or equivalent, including NVQ Level 4/5, or equivalent demonstrable experience in a senior administrative or personal assistant role.
- oGCSE English and Maths (or equivalent).
Desirable
- Relevant business administration, management or leadership qualification.
Aptitude & Abilities
Essential
- Excellent organisational and time management skills
- Strong written and verbal communication skills
- Ability to prioritise workload and work autonomously
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).
