Job summary
We
have an exciting opportunity has arisen to work as part of the Organisational
Development and Culture Team. We are looking for PA/Business Administrator to
provide a comprehensive personal assistant and business management service to
the Head of Organisational Development and Culture and Business Manager. The role covers the day-to-day activity of
the department which supports our core offering of Induction, Appraisal,
Mandatory Training, Apprenticeships, Learning and Organisational Development.
The
post will be integral to the Organisational Development and Culture Centre of
Excellence and will work closely with stakeholders to ensure that we provide
a comprehensive administrative service.
The
post holder will be responsible for the day to day management of the business
management activity, and playing a key role in supporting strategic meetings
including preparing agendas and minute taking.
Main duties of the job
Main
duties will include:
To
provide a comprehensive diary management service to the Head of
Organisational Development and Culture.
Provide
a courteous and efficient service, and that any work is completed accurately
and in a timely way
To
support the Business Manager with day-to-day financial activity, including
raising purchase orders, stock ordering and processing payments.
To
take a lead in managing relationships with both internal and external
providers who support key functions of the departmental activity.
Provide
meeting management including, taking accurate notes/minutes, preparing
agendas, managing action trackers at strategic board level.
Provide
a comprehensive business administration function duties for the Head of
Organisational Development and Culture direct reports and portfolios as
required, making sound judgement when faced with a range of information, and
dealt with in the timely manner.
For
the right person this is a demanding and challenging role yet rewarding, with
the chance to develop your skills and career in a high profile and supporting
Trust.
About us
Leeds
Teaching Hospital NHS Trust provides care and treatment to over a million
patients: employing over 23,000 employees. We have the ambition to provide
the highest quality specialist and integrated care. Through supporting and
developing our people, we aim to achieve a consistent, high performing and
sustainable workforce, with the Leeds Way values at the heart of everything
we do.
Our
Organisational Development and Culture Centre of Excellence brings together a
range of specialisms that deliver a joined-up service across the whole
organisation from corporate induction, appraisals, training solutions,
inclusion and positive action, apprenticeships and employability, leadership
and personal development, coaching, OD consultancy, and employee voice and
engagement.
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.
Job description
Job responsibilities
The
post holder will provide a personal assistant and comprehensive business
administration service to support the delivery of high-quality service within
the Organisational Development and Culture team, ensuring that all work is
carried out effectively, efficiently and in compliance with trust policies,
procedures, good practice guidance.
Comprehensive diary management for
the Head of Organisational Development and Culture
Engage with stakeholder both
internally and externally to support the key functions of the departmental
activity.
Manage meetings including
strategic/board level minute taking following appropriate governance
structures.
Communicating with customers
providing support and guidance relevant to an individuals needs.
Undertake day to day business
management activity, including stock ordering, raising and monitoring
purchase orders, following the
Trust procurement processes.
Support and monitor the
departmental Health and Safety requirements.
Provide and support the
departmental overview including electronic staff records.
Support where appropriate the
recruitment of administration staff
Create and maintain and enhance
effective working relationships.
Maintaining and improving high
standards for procedures and processes within the OD&C portfolio.
Job description
Job responsibilities
The
post holder will provide a personal assistant and comprehensive business
administration service to support the delivery of high-quality service within
the Organisational Development and Culture team, ensuring that all work is
carried out effectively, efficiently and in compliance with trust policies,
procedures, good practice guidance.
Comprehensive diary management for
the Head of Organisational Development and Culture
Engage with stakeholder both
internally and externally to support the key functions of the departmental
activity.
Manage meetings including
strategic/board level minute taking following appropriate governance
structures.
Communicating with customers
providing support and guidance relevant to an individuals needs.
Undertake day to day business
management activity, including stock ordering, raising and monitoring
purchase orders, following the
Trust procurement processes.
Support and monitor the
departmental Health and Safety requirements.
Provide and support the
departmental overview including electronic staff records.
Support where appropriate the
recruitment of administration staff
Create and maintain and enhance
effective working relationships.
Maintaining and improving high
standards for procedures and processes within the OD&C portfolio.
Person Specification
Experience
Essential
- Experience of working in a busy administrative role Experience of working with a variety of different people in and outside the organisation
- Experience of organising and servicing Board/Strategic level meetings.
- Considerable experience at Senior Personal Assistant level experience
- A well-developed understanding and knowledge of office-based procedures/systems and able to support change and train others, where appropriate.
- Experience of working across multiple IT systems / platforms
- Interpretation and analysis of reports, databases and spreadsheet information.
Desirable
- Experience and knowledge of at least one LMS Project or programme management implementation
- Experience of supervisory skills
Skills & behaviours
Essential
- Demonstrates ability to manage own workload and make informed decisions in the absence of required information.
- Ability to work to tight and often adapting to changing timescales
- Standard keyboard skills & ability to communicate through IT using packages such as Word, Outlook, Excel, Teams
- Ability to motivate, support and collaborate with people at all levels.
- Demonstrate a good level of administrative and organisational skills, ensuring a structured and methodical approach to work
- Experience of taking minutes at board level.
- Decision making skills when faced with a range of information.
Desirable
- Experience of supervising others as required in an office environment
- Knowledge and understanding of digital systems including PowerBI would be an advantage.
Qualifications
Essential
- Maths and English qualifications - Functional Skills Level 2/GCSE grade 4-9 (A-C) or equivalent
Desirable
- Business Administration qualification (Level 3)
Person Specification
Experience
Essential
- Experience of working in a busy administrative role Experience of working with a variety of different people in and outside the organisation
- Experience of organising and servicing Board/Strategic level meetings.
- Considerable experience at Senior Personal Assistant level experience
- A well-developed understanding and knowledge of office-based procedures/systems and able to support change and train others, where appropriate.
- Experience of working across multiple IT systems / platforms
- Interpretation and analysis of reports, databases and spreadsheet information.
Desirable
- Experience and knowledge of at least one LMS Project or programme management implementation
- Experience of supervisory skills
Skills & behaviours
Essential
- Demonstrates ability to manage own workload and make informed decisions in the absence of required information.
- Ability to work to tight and often adapting to changing timescales
- Standard keyboard skills & ability to communicate through IT using packages such as Word, Outlook, Excel, Teams
- Ability to motivate, support and collaborate with people at all levels.
- Demonstrate a good level of administrative and organisational skills, ensuring a structured and methodical approach to work
- Experience of taking minutes at board level.
- Decision making skills when faced with a range of information.
Desirable
- Experience of supervising others as required in an office environment
- Knowledge and understanding of digital systems including PowerBI would be an advantage.
Qualifications
Essential
- Maths and English qualifications - Functional Skills Level 2/GCSE grade 4-9 (A-C) or equivalent
Desirable
- Business Administration qualification (Level 3)
