Job summary
We are seeking to appoint a highly efficient and motivated candidate to take up the position of Personal Assistant to cover a period of maternity leave. This postholder is one of two PA's providing professional and confidential support to the Community Central Clinical Business Unit (CBU). You will work closely with Associate Directors, Nurse Consultants, Community Clinical Manager's and other members of the CBU as well as acting as an initial key point of contact for the CBU.
This is a very busy and fast paced role. You must be able to provide a high level of efficiency and communication (verbal and written) contributing to effective and responsive smooth running of all aspects of service delivery.
You will be extremely organised and able to demonstrate excellent office skills. The post holder must have proven experience of the full range of secretarial procedures including diary management as well as being able to manage competing priorities and work under pressure and to tight deadlines. The post holder must also have fully developed and proven demonstrable experience of Microsoft Office systems including using the MS Teams platform for meetings, document sharing and storage.
This is a full time permanent position (37.5 hours) to be worked Monday to Friday. Whilst the office base is at St Nicholas Hospital, some hybrid office/home working may be agreed.
Main duties of the job
The postholder must have proven demonstrable experience of formal minute taking, including convening and coordinating administrative support for meetings and training events including arranging venues, catering, provision of briefing material and supporting papers, taking and distributing minutes and follow up actions in a timely manner.
You will be able to deliver first class customer service, and thrive in a busy environment. A flexible approach to work, and to supporting colleagues across the team is essential.
Candidates must have proven demonstrable experience of the following:
- Communicating effectively with all levels of staff within the services, wider Trust and external partners
- To produce/update/amend reports, documents and presentations in a timely manner
- Collating data and provide performance information from the Community Management Team as requested by the CBU, commissioners and other external bodies
- Diary management, booking meetings and venues, ensuring senior managers are prepared for meetings
- Excellent verbal and written skills
- Have the ability to be flexible, be confident in negotiating conflicting workloads, and communicate effectively at all levels both within and outside the Trust
- Have a flexible approach to work, supporting colleagues across the team
- Experience of minute taking and diary management
- Have fast and accurate keyboard and IT skills
- Act on their own initiative and demonstrate a high degree of confidentiality and discretion
About us
We aim to attract and retain a diverse, talented and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return we can offer a dynamic working environment in which to build a career.
Job description
Job responsibilities
Please find attached job description for full details.
Advertising date : 13th February 2024
Closing date : 20th February 2024
We welcome your application.
Job description
Job responsibilities
Please find attached job description for full details.
Advertising date : 13th February 2024
Closing date : 20th February 2024
We welcome your application.
Person Specification
Qualification
Essential
- GCSE level C or above (must have English Language and Maths)
- RSA 3 Typing/Word Processing.
- NVQ 3 or 4 or equivalent/demonstrable experience
Skills
Essential
- Excellent communication skills, both written and oral and excellent interpersonal skills
- Ability to manage competing priorities.
- Proven organisational skills and the ability to work under pressure and to tight deadlines
- Experience of full range of secretarial procedures, including diary management and arranging and servicing meetings.
- Ability to exercise judgements when dealing with requests and queries.
- Ability to work within agreed parameters and with minimal supervision.
- Proven ability to work as a key member of a team.
Desirable
- Knowledge of current legislation including Freedom of Information Act, Copying of Patients Letters, Data Protection Act.
- Knowledge or experience in the commissioning of the designated CBU
- Willing to undertake necessary additional training.
Knowledge and Experience
Essential
- Experience of full range of secretarial procedures including diary management and arranging and servicing/minuting meetings.
- Knowledge of Microsoft Office packages.
- Admin experience at PA/Senior admin level
- Knowledge of current legislation regarding confidentiality, including Freedom of Information Act and the Data Protection Act.
Desirable
- Knowledge or experience in the commissioning of the designated CBU
Person Specification
Qualification
Essential
- GCSE level C or above (must have English Language and Maths)
- RSA 3 Typing/Word Processing.
- NVQ 3 or 4 or equivalent/demonstrable experience
Skills
Essential
- Excellent communication skills, both written and oral and excellent interpersonal skills
- Ability to manage competing priorities.
- Proven organisational skills and the ability to work under pressure and to tight deadlines
- Experience of full range of secretarial procedures, including diary management and arranging and servicing meetings.
- Ability to exercise judgements when dealing with requests and queries.
- Ability to work within agreed parameters and with minimal supervision.
- Proven ability to work as a key member of a team.
Desirable
- Knowledge of current legislation including Freedom of Information Act, Copying of Patients Letters, Data Protection Act.
- Knowledge or experience in the commissioning of the designated CBU
- Willing to undertake necessary additional training.
Knowledge and Experience
Essential
- Experience of full range of secretarial procedures including diary management and arranging and servicing/minuting meetings.
- Knowledge of Microsoft Office packages.
- Admin experience at PA/Senior admin level
- Knowledge of current legislation regarding confidentiality, including Freedom of Information Act and the Data Protection Act.
Desirable
- Knowledge or experience in the commissioning of the designated CBU
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).
