Leeds Teaching Hospitals

PA and Business Administrator(XN05) (NPIC Triumvirate)

This job is now closed

Job summary

The National Pathology Imaging Co-operative (NPIC) programme works collaboratively with Hospital Trusts, Universities, and commercial companies, to drive the adoption of Digital Pathology (DP) and diagnostic Artificial Intelligence (AI) for the benefit of patients across England.

NPIC is recruiting for a new position of Personal Assistant& Business administrator to support the NPIC executive board.

Based at the Leeds Teaching Hospitals Trust, the candidate will work closely with and support senior decision makers within NPIC at a time when NPIC is expanding both in workforce and ambition and national footprint.

Main duties of the job

As part of this post a successful candidate will be expected to have in a previous Admin or PA role, ideally within a healthcare setting and strong organisational and communication skills. The primary role of the position will be to support the NPIC executive and senior management team through gathering and compiling of reports and data, support of important meetings and ensuring adherence to NPIC governance structures. Secondary to this the candidate may also be required to handle key staff members diaries and a travel arrangements when needed. Due to the nature of the role the ability to effectively prioritise work and be flexible is essential.

A successful candidate will be expected to work as part of a collaborative multidisciplinary team, whilst managing and prioritising their work independently. The role will require professionalism and high standards of communication, especially when providing reports to senior management and communicating complex technical information to stakeholders.

About us

Leeds Teaching Hospitals NHS Trust has been at the forefront of DP research and innovation for over 20 years. NPIC builds on that advanced starting position, uniting a consortium of academic, clinical and industry partners with a common vision - to create a world-leading centre for digital pathology and artificial intelligence (AI) on which a UK industrial sector can grow and thrive. A £50m initiative from Office for Life Sciences and the Industrial Strategy Challenge Fund has led to the scale-up of the programme.

NPIC is a multidisciplinary and highly motivated team that is working to deliver these challenging ambitions. As a part of this team, you can expect a supportive environment, with management that is receptive to the needs of individuals. NPIC staff are supported in their continued development through training, and opportunities to be involved diverse aspects of a multimillion-pound programme.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Date posted

28 September 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year

Contract

Fixed term

Duration

18 months

Working pattern

Full-time, Flexible working

Reference number

C9298-DRI-0101

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

JOB DETAILS

Job Title: Personal Assistant and Business Administrator (NPIC Triumvirate)

Reports to: NPIC Director

Band: 5

Department: Management Executive

AfC Job No: 3677b

2. JOB PURPOSE/SUMMARY

The post holder will be accountable for the provision of a comprehensive business administration and personal assistant service to the NPIC Director and NPIC Triumvirate. This will include secretarial activities for example word processing, filing, diary management etc, but will also include developing, maintaining and managing office and information systems in support of the NPIC team. The post holder will play a key role in preparing agenda, taking, transcribing and distributing minutes, organising follow up action and ensuring an effective bring forward/briefing system in respect of key documentation required.

The post-holder is collectively responsible for maintaining high standards of organisation across the NPIC Triumvirate and NPIC team. Collectively cross cover will be provided to all Directors.

A significant proportion of the post holders work is unsupervised and non-routine, requiring judgement and initiative with minimal guidance amid often changing and competing priorities.

The post holder is responsible for:

Personal assistance diary management, personal correspondence and advanced administrative skills

Business management - composing reports, compiling information and providing a high quality management function for meetings

Improvement - maintaining and improving high standards for procedures and processes within the NPIC Directors portfolio and the NPIC management team

3. ORGANISATIONAL CHART

4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Provide a comprehensive diary management service to the NPIC Director

Comprehensive email management service to the NPIC Director as required, including triaging email, proactively responding and managing correspondence

Support the NPIC Director in reviewing the agenda and matters arising from key meetings and to ensure papers are submitted in a timely fashion.

Provide a meeting management service with responsibility for drafting agendas, distribution of papers and taking and transcribing comprehensive and accurate minutes and ensuring that relevant actions arising from the meeting are dealt with as appropriate.

To support the production of reports and the compilation of information, as requested by the NPIC Director/ senior team.

Provide NPIC Director with relevant material for meetings and correspondence.

Coordinate internal and external correspondence within the NPIC Directors office, including complex and sensitive business on behalf of the NPIC Director.

Make sound judgement when faced with a range of information and liaise with the appropriate people to ensure matters are dealt with in a timely manner.

Build, maintain and develop effective working relationships, including liaison with members of the NPIC Board, senior clinical staff, senior managers, and a range of external organisations to access appropriate information/advice as required to fulfil the role.

Liaison with teams on behalf of the NPIC Director to proactively chase and progress actions

Provide leadership through the knowledge and application of policies and procedures when dealing with all forms of communications and make recommendations on changes in practice needed to improve processes within the NPIC Directors portfolio and the management team.

Work as part of the business management team to provide support and cover as necessary. This may include additional duties for other members of the Management team.

Fulfil other duties as required across the business/performance support team

Provide additional business administration function duties for the NPIC Directors direct reports and portfolios as required

Assist in recruitment and selection as required

Maintaining an accurate and comprehensive confidential filing and retrieval system with appropriate archiving procedures, in line with Trust and statutory guidelines.

Devise, develop and maintain efficient and effective administrative systems, including brought forward, filing and messages.

Prioritise own workload within challenging timescales and work with minimum supervision.