Job summary
We are looking for a highly motivated and capable person to join our existing team based in Trust HQ at the Great Western Hospitals NHS Foundation Trust in Swindon.
This role is for a one year fixed term contract, or potentially a development opportunity for an existing member of staff at GWH through a secondment.
The postholder will be expected to provide an efficient and comprehensive administrative support service to the Chief Operating Officer and Deputy Chief Operating Officer. You will need excellent organisational skills, be able to manage busy diaries and in boxes, and easily communicate with staff, patients and stakeholders. Experience in minute taking and agenda management is preferred as well as high degree of competency in MS Office and other IT packages.
We will be holding assessments and interviews on 03rd November 2023
Main duties of the job
You will need to have a flexible approach to your duties, be able to use your own initiative, prioritise workloads and meet deadlines in an ever changing, pressurised environment, as well as work effectively as part of a team.
You will have key responsibility for diary management, minute taking, and agenda preparation, as well as linking in with the Operations Team on behalf of the Chief Operating Officer. Excellent organisational skills are required to deal with the competing demands of the role.
About us
Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are.
- Service We will put our patients first
- Teamwork We will work together
- Ambition We will aspire to provide the best service
- Respect We will act with integrity
Job description
Job responsibilities
Efficiently manage the diary of the Executive Director and Deputies ensuring that all internal and external meetings/conferences/virtual meetings are managed effectively, refreshments and equipment are organised and relevant materials/paperwork are available in good time. Travel arrangements for the Executive Director and Deputies to be made where necessary. The postholder is also responsible for ensuring a Deputy attends any key meeting which the Executive Director is unable to attend.
Full duties can be found on the attached JD.
Job description
Job responsibilities
Efficiently manage the diary of the Executive Director and Deputies ensuring that all internal and external meetings/conferences/virtual meetings are managed effectively, refreshments and equipment are organised and relevant materials/paperwork are available in good time. Travel arrangements for the Executive Director and Deputies to be made where necessary. The postholder is also responsible for ensuring a Deputy attends any key meeting which the Executive Director is unable to attend.
Full duties can be found on the attached JD.
Person Specification
Qualifications
Essential
- Standard of general education (GCSE, A level)
- Diploma level qualification or demonstrable experience as Executive Assistant or equivalent role
- Recognised secretarial qualifications (RSA)
- Recognised minute taking qualification (RSA, Teeline, Pitman)
- IT skills (Word, PowerPoint, Excel, Outlook) and qualifications (RSA)
Desirable
- Audio typing experience / qualification
Experience
Essential
- Significant experience working as a secretary / PA / EA or equivalent role
- Experience in maintaining effective administrative systems both IT and paper based
- Ability to draft correspondence/reports
- Experience of minute taking at Board Sub Committee level
- Proven ability to cope under pressure
Desirable
Person Specification
Qualifications
Essential
- Standard of general education (GCSE, A level)
- Diploma level qualification or demonstrable experience as Executive Assistant or equivalent role
- Recognised secretarial qualifications (RSA)
- Recognised minute taking qualification (RSA, Teeline, Pitman)
- IT skills (Word, PowerPoint, Excel, Outlook) and qualifications (RSA)
Desirable
- Audio typing experience / qualification
Experience
Essential
- Significant experience working as a secretary / PA / EA or equivalent role
- Experience in maintaining effective administrative systems both IT and paper based
- Ability to draft correspondence/reports
- Experience of minute taking at Board Sub Committee level
- Proven ability to cope under pressure
Desirable
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).
