Leeds Teaching Hospitals

DIT Personal Assistant/Business Support Officer

This job is now closed

Job summary

Are you ready to use your administrative and personal assistant skills in a way that makes a positive impact on peoples lives? If so, we have a fantastic opportunity to become a member of our Digital Business Support Team within the Leeds Teaching Hospitals NHS Trust.

Reporting to the Assistant Business Support Manager your role will be to provide in-depth administrative support to the DIT Senior Leadership (SLT) and Senior Management (SMT) teams as well as general administrative support to the wider department.

The team currently works in a hybrid model utilising a collaborative team rota with a blend of remote working and on-site (SJUH) days weekly.

In return, we can offer you a varied, interesting, and challenging role working as part of a fantastic team and offering all the support you need to learn at pace and achieve your career ambitions.

Expected shortlisting 06/01/2025

Expected interview date w/c 13/01/2025

Please note this advert may close earlier than expected if we receive a sufficient amount of applications.

Main duties of the job

In this role you will:

Provide personal assistant support to members of the Senior Leadership & Management Team including diary management, email management, appointment setting, meeting support (including minute taking), general administration, travel & accommodation booking, recruitment support

Provide business and office management support to the wider department (circa 400 staff) including booking departmental meeting rooms, raising non-stock requisitions, collation of staff HR compliance reports, sending departmental wide communications, booking travel and accommodation, processing Freedom of Information (FOI) requests, taxi bookings and maintaining departmental trackers and central booking forms.

Work collaboratively with other members of the Digital Business Support team to monitor and action emails through the central joint inbox

Requirement for line management/day to day supervision of administrative officers within the team

About us

DIT at LTHT is a highly motivated and inclusive place to work. We hold our Leeds Way Values in high esteem and respect all colleagues. Within the trust we are always looking to improve and give the best service possible, and we are looking for individuals with the same drive to join us.

DIT look after the Trusts information technology, responsible for delivering and embedding the latest digital innovations, finding the right hardware and software to meet business needs, turning information into insight and everything in between. Its an exciting time to join us, as we offer varied and rewarding opportunities.

Wed love to consider your application if you want to be a part of delivering operational services that allow patients to be treated effectively across Leeds.

Please note that if you are applying for a fixed term position, should funding be available to support there may be a possibility of the position becoming permanent.

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

25 November 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9298-INF-188

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

Job responsibilities

Please see supporting documents for full Job Description with further information on requirements of the role, the department and workflows and full person specification.

Job description

Job responsibilities

Please see supporting documents for full Job Description with further information on requirements of the role, the department and workflows and full person specification.

Person Specification

Experience

Essential

Experience of working with senior colleagues in a complex, busy environment.
Experience of providing PA support to multiple senior colleagues
Experience of working as part of a team and being an effective team player
Experience and expertise in complex diary management (Microsoft Outlook)
The ability to adapt and prioritise your workload, work under pressure to meet tight deadlines and to work on your own initiative.
Capacity to be flexible and work as part of a wider team, enhancing performance and productivity of the team using your own insight and initiative
Experience of building effective working relationships with the senior colleagues that you provide support to
Experience of supporting meetings with minute taking creation of agendas and maintenance of action trackers

Desirable

Experience of a similar role within a healthcare environment
Previous managerial/supervisory experience

Skills and Behaviours

Essential

Excellent organisational skills
Good interpersonal and communication skills, as you will liaise with a wide range of people from within the Trust and from other organisations.
Excellent attention to detail and be able to demonstrate advanced skills in Microsoft Office Suite
Exceptional skills in customer care and, ensure all matters relating to your work are dealt with in a sensitive and timely manner.
Ability to multitask and meet conflicting deadlines
Professional attitude to work

Other Criteria

Essential

A willingness to undergo training and new skills
A willingness to attend managerial/supervisory courses, e.g. instruction on interview procedures, managing yourself and others
Ability to manage own time/workload and that of others
Ability to prioritise work and work to strict deadlines

Qualifications

Essential

GCSE (or equivalent) English Language grade C or above
Qualified to RSA3 typing/word processing or equivalent
Excellent typing skills

Desirable

Shorthand/Audio
European Computer Driving Licence (ECDL)

Person Specification

Experience

Essential

Experience of working with senior colleagues in a complex, busy environment.
Experience of providing PA support to multiple senior colleagues
Experience of working as part of a team and being an effective team player
Experience and expertise in complex diary management (Microsoft Outlook)
The ability to adapt and prioritise your workload, work under pressure to meet tight deadlines and to work on your own initiative.
Capacity to be flexible and work as part of a wider team, enhancing performance and productivity of the team using your own insight and initiative
Experience of building effective working relationships with the senior colleagues that you provide support to
Experience of supporting meetings with minute taking creation of agendas and maintenance of action trackers

Desirable

Experience of a similar role within a healthcare environment
Previous managerial/supervisory experience

Skills and Behaviours

Essential

Excellent organisational skills
Good interpersonal and communication skills, as you will liaise with a wide range of people from within the Trust and from other organisations.
Excellent attention to detail and be able to demonstrate advanced skills in Microsoft Office Suite
Exceptional skills in customer care and, ensure all matters relating to your work are dealt with in a sensitive and timely manner.
Ability to multitask and meet conflicting deadlines
Professional attitude to work

Other Criteria

Essential

A willingness to undergo training and new skills
A willingness to attend managerial/supervisory courses, e.g. instruction on interview procedures, managing yourself and others
Ability to manage own time/workload and that of others
Ability to prioritise work and work to strict deadlines

Qualifications

Essential

GCSE (or equivalent) English Language grade C or above
Qualified to RSA3 typing/word processing or equivalent
Excellent typing skills

Desirable

Shorthand/Audio
European Computer Driving Licence (ECDL)

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)