Job summary
Expected Shortlisting
Date:
07/03/2025
Planned Interview
Date:
21/03/2025
We
are values driven, are you?
A
fantastic opportunity has arisen for a forward thinking, innovative
individual to join Leeds Teaching Hospitals to be part of the team
specifically supporting the Chief Nurse. We are a CQC Good rated
organisation, with high levels of staff engagement, and excellent clinical
outcomes.
You
will be providing a Personal Assistant and Business Administration service
directly to the Chief Nurse. To enable you to thrive in this role, you will
be supported, and line managed under the Chief Nurse Clinical Support Unit
(CSU). You will have close working relationships in place with other
colleagues at the Trust , such as the Executive Directors and their
respective Administrative Teams.
The
successful candidate will be able to demonstrate their ability to commit to
and role model our agreed Trust wide values and behaviours, The Leeds Way,
and apply our continuous improvement methodology, The Leeds Improvement
Method.
Main duties of the job
Manage
the Chief Nurses diary and emails efficiently, including responding
proactively and managing correspondence.
Assist
in reviewing meeting agendas, preparing papers, taking accurate minutes, and
ensuring timely follow-up on action items.
Aid
in producing reports and compiling necessary information for the Chief Nurse.
Coordinate
internal and external correspondence, handling complex and sensitive matters.
Exercise
sound judgment in decision-making and liaise with appropriate stakeholders
for timely resolution.
Foster
effective relationships with Trust Board members, clinical staff, managers,
and external organisations in support of the Chief Nurse.
Facilitate
communication between teams, ensuring timely progress on tasks.
Provide
leadership in communication practices, recommending process improvements.
Collaborate
with the management team, offering support and covering duties as needed.
Perform
additional administrative tasks across the business and admin support team.
Assist
in recruitment and selection processes.
Maintain
comprehensive filing systems and efficient administrative procedures.
Prioritise
tasks and work independently within challenging deadlines.
About us
THE
LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values
are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values.
Additionally,
the following are core values which relate specifically to this post:
Commitment
to providing a high standard of efficient office practice ensuring a quality
service is provided.
Demonstrate
a customer focussed approach to role.
Professional
and flexible approach and attitude.
Understand
responsibilities with regard to confidentiality.
Commitment
to personal development.
Commitment
to being an integral part of the service team this may be a
multi-disciplinary team.
Honesty,
integrity and discretion.
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 be accountable for the provision of a comprehensive business
administration and personal assistant service to the Chief Nurse. 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 Chief Nurse. The post holder
will play a key role in preparing agendas, taking, transcribing and
distributing minutes, organising follow up actions and ensuring an effective
bring forward/briefing system in respect of key documentation required.
The
post holder will be co-located with the other administrative staff where
cross cover will be provided. The post holder, alongside other administrative
team members, are collectively responsible for maintaining high standards of
the organisation.
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 Chief
Nurses portfolio.
Job description
Job responsibilities
The
post holder will be accountable for the provision of a comprehensive business
administration and personal assistant service to the Chief Nurse. 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 Chief Nurse. The post holder
will play a key role in preparing agendas, taking, transcribing and
distributing minutes, organising follow up actions and ensuring an effective
bring forward/briefing system in respect of key documentation required.
The
post holder will be co-located with the other administrative staff where
cross cover will be provided. The post holder, alongside other administrative
team members, are collectively responsible for maintaining high standards of
the organisation.
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 Chief
Nurses portfolio.
Person Specification
Other criteria
Essential
- Excellent organisational skills with the ability to work both independently and as part of a team.
- Able to effectively manage a variety of tasks with possibly competing deadlines.
- An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.
- Highly developed interpersonal skills with the ability to exchange highly confidential, sensitive or contentious information clearly and effectively.
- An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.
- To have an adaptable and flexible approach to working hours and practices.
- Ability to manage own time.
- Ability to prioritise work and work to strict deadlines.
Qualifications
Essential
- Qualified to RSA3 typing/word processing or equivalent qualification or experience.
- A willingness to undergo training and new skills.
Desirable
- Shorthand.
- Additional qualifications relevant to the role and to personal development.
Skills & behaviours
Essential
- Professional attitude to work.
- Polite and helpful customer service skills.
- Caring and understanding.
- Common sense and initiative.
- Ability to prioritise and organise workload.
- Demonstration of the Leeds Way Values.
Experience
Essential
- Supervisory processes and practices; secretarial and administrative processes and practices.
- MS Office application experience.
- NHS / Trust protocols, policies and procedures.
- Considerable experience at senior administrative, secretary or PA role.
- Experience of organising and servicing meetings including minute taking, managing agendas and actions.
- Experience of dealing with people at all levels within and external to a large organisation.
- A well-developed understanding and knowledge of office based procedures and systems.
- Experience of dealing with people at all levels within and external to a large organisation.
- An ability to effectively implement, and ensure adherence to, Trust and Departmental policies and procedures associated with the role and the service.
- Appreciation of clinical and operational areas across the Trust.
- Understand and adhere to data protection, confidentiality, copyright and information governance laws.
Desirable
- Experience at senior level in a health care environment.
- Previous supervisory experience.
- Customer focussed and customer service skills.
- Diary management experience
Person Specification
Other criteria
Essential
- Excellent organisational skills with the ability to work both independently and as part of a team.
- Able to effectively manage a variety of tasks with possibly competing deadlines.
- An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.
- Highly developed interpersonal skills with the ability to exchange highly confidential, sensitive or contentious information clearly and effectively.
- An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.
- To have an adaptable and flexible approach to working hours and practices.
- Ability to manage own time.
- Ability to prioritise work and work to strict deadlines.
Qualifications
Essential
- Qualified to RSA3 typing/word processing or equivalent qualification or experience.
- A willingness to undergo training and new skills.
Desirable
- Shorthand.
- Additional qualifications relevant to the role and to personal development.
Skills & behaviours
Essential
- Professional attitude to work.
- Polite and helpful customer service skills.
- Caring and understanding.
- Common sense and initiative.
- Ability to prioritise and organise workload.
- Demonstration of the Leeds Way Values.
Experience
Essential
- Supervisory processes and practices; secretarial and administrative processes and practices.
- MS Office application experience.
- NHS / Trust protocols, policies and procedures.
- Considerable experience at senior administrative, secretary or PA role.
- Experience of organising and servicing meetings including minute taking, managing agendas and actions.
- Experience of dealing with people at all levels within and external to a large organisation.
- A well-developed understanding and knowledge of office based procedures and systems.
- Experience of dealing with people at all levels within and external to a large organisation.
- An ability to effectively implement, and ensure adherence to, Trust and Departmental policies and procedures associated with the role and the service.
- Appreciation of clinical and operational areas across the Trust.
- Understand and adhere to data protection, confidentiality, copyright and information governance laws.
Desirable
- Experience at senior level in a health care environment.
- Previous supervisory experience.
- Customer focussed and customer service skills.
- Diary management experience
