Job summary
An exciting opportunity has arisen for a Divisional Personal assistant within the Division of Specialist Services to support the Divisional Directorate. This is a rare and exciting opportunity for an experienced secretary to join our Divisional secretariat, based at Wrightington Hospital.
You will be required to support the Senior Management Team in meetings, taking minutes, drafting agendas and diary management plus a variety of other secretarial duties. A flexible and proactive approach will be required. You will work alongside and in conjunction with 2 other Divisional PAs to ensure the smooth running of the Divisional Secretariat.
Please note candidates are required to present original certificates for qualifications at interview stage.This vacancy may close earlier than the specified closing date if a high volume of suitable applications are received.
Please note that this is a fixed term post. Post potentially may lead to a permanent position.
Main duties of the job
The post holder will be expected to provide a full range of administrative secretarial support to the Senior Management Team, to include:
- Providing a complete PA service including answering of incoming telephone traffic, word processing, preparation of agendas and minute taking, filing, audio typing, photocopying and the composition of letters.
- Preparation of responses and requests for the Divisional Director and designated managerial staff as appropriate.
- Distributing and prioritising incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.
- Providing the first point of contact for written and telephone enquiries, some of which may be sensitive, using judgement to establish the validity and priority of the contact.
- Organising and coordinating divisional and system wide team meetings, arrange venues and take minutes where appropriate for meetings requested by the Senior Management Team.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job responsibilities
- Provide a full range of administrative secretarial support to the divisional Management Team
- Monitor, record and ensure divisional Compliance against PDR/KSF, Mandatory Training and induction programmes
- Support attendance management process once referred to the Divisional Management Team, arranging meetings and distributing letter of concern when requested
- As an admin support team, act as a first point of contact for all communications internally and externally to the Divisional Management Team prioritising all such communications as appropriate, including sensitive and confidential issues
- Action work on own initiative without direct supervision, address and redirect, where appropriate, queries that would otherwise have to be handled by the management team. This will include drafting letters and memos as appropriate
- Work flexibly as an admin support team to maintain an efficient service especially in times of absence, i.e. annual or sickness leave
- Support Divisional Management recruitment administration where required
Job description
Job responsibilities
- Provide a full range of administrative secretarial support to the divisional Management Team
- Monitor, record and ensure divisional Compliance against PDR/KSF, Mandatory Training and induction programmes
- Support attendance management process once referred to the Divisional Management Team, arranging meetings and distributing letter of concern when requested
- As an admin support team, act as a first point of contact for all communications internally and externally to the Divisional Management Team prioritising all such communications as appropriate, including sensitive and confidential issues
- Action work on own initiative without direct supervision, address and redirect, where appropriate, queries that would otherwise have to be handled by the management team. This will include drafting letters and memos as appropriate
- Work flexibly as an admin support team to maintain an efficient service especially in times of absence, i.e. annual or sickness leave
- Support Divisional Management recruitment administration where required
Person Specification
Qualifications
Essential
- GCSE/CSE
- RSA III or equivalent
Desirable
Experience
Essential
- Experience in an office environment/previous Secretarial Experience
- Demonstrable experience of using Word/Excel spreadsheets
- Able to prioritise workload
- Experience of dealing with people
- Dealing with sensitive/confidential information
- Minute taking
Desirable
Skills
Essential
- Knowledge of Microsoft Office/Word/Excel/Access & PowerPoint
- Good organisational skills
- Effective communication skills
- Ability to prioritise and meet deadlines
- Able to communicate both written and verbally with all levels of staff
- Responds positively to change
- Able to work unsupervised or as part of a team
Knowledge
Essential
- Knowledge of different filing systems, eg paper/electronic
Desirable
additional
Essential
- Integrity
- Discretion with role/team
- Professional attitude
- Attention to detail
- Efficient
- Team player
Person Specification
Qualifications
Essential
- GCSE/CSE
- RSA III or equivalent
Desirable
Experience
Essential
- Experience in an office environment/previous Secretarial Experience
- Demonstrable experience of using Word/Excel spreadsheets
- Able to prioritise workload
- Experience of dealing with people
- Dealing with sensitive/confidential information
- Minute taking
Desirable
Skills
Essential
- Knowledge of Microsoft Office/Word/Excel/Access & PowerPoint
- Good organisational skills
- Effective communication skills
- Ability to prioritise and meet deadlines
- Able to communicate both written and verbally with all levels of staff
- Responds positively to change
- Able to work unsupervised or as part of a team
Knowledge
Essential
- Knowledge of different filing systems, eg paper/electronic
Desirable
additional
Essential
- Integrity
- Discretion with role/team
- Professional attitude
- Attention to detail
- Efficient
- Team player
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).
Employer details
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Wrightington Hospital
Hall Lane
Wrightington
WN6 9EP
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
