Job summary
The Personal Assistant/Admin Manager is responsible for managing, organising and providing an efficient and effective administrative and Secretarial support service to ensure the smooth running of the Estates and Facilities department at Buckingham Row.
The postholder will assist the Director of Estates and Facilities in project work and provide a wide range of administrative support to the Division.
Please note that this vacancy may close early if a sufficient number of applications are received. We encourage interested candidates to apply promptly to avoid disappointment.
Main duties of the job
Act as first point of contact for all communications to the Director of Estates and Facilities and deal with all such communications appropriately.
Responsible for typing building and engineering survey reports, memos, letters and minutes of meetings, presentation documents and updating of correspondence and reports promptly and accurately from hard copy.
Manages own workload and work on own initiative without direct supervision, address queries and reply to routine correspondence that would otherwise have to be handed to the Director of Estates and Facilities.
Deal with telephone enquiries in a clear and pleasant manner by using own initiative or redirecting to appropriate staff.
Prepare and compile appropriate responses on behalf of the Director of Estates and Facilities.
Ensure flexible working with the other staff to maintain an efficient, effective and responsive service, especially in times of absence i.e. annual leave and sickness absence.
Facilitate the effective use of the Director of Estates and Facilities time by managing and adjusting conflicting diary appointments. Ensuring information required is available.
Arrange meetings; agree agendas and minute take at meetings with the Director of Estates and Facilities and prepare/distribute relevant information. This could include minute taking at Disciplinary and grievance hearings.
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.
People at the Heart
Listen and Involve
Kind and Respectful
ONE Team
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. We are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
Job description
Job responsibilities
Establish and maintain effective and efficient filing system and manages the bring forward system for the Director of Estates and Facilities to ensure that appropriate responses are received within the agreed timescale.
Manage, update and control databases associated with budgets, adverse events, sickness absence etc by using information received from both internal and external sources, and compile reports from information received for the Director of Estates and Facilities monthly meetings.
Implement secretarial/administrative policies and propose changes to working practices for own area of responsibility.
Assists in production of Policies, Procedures, Business Plans/Cases for the Estates and Facilities department.
Assist the Director of Estates and Facilities by undertaking project work as a job requirement as part of the post.
Assist the Director of Estates and Facilities to ensure mechanisms are in place to maintain effective communication with all staff groups.
Liaise with Trust HQ Administrator regarding legal issues for claims, tender documentations, etc and record information in compliance with the Trust Policies and Procedures.
Undertake research to assist the Director of Estates and Facilities in the development of new projects and present information in the form of reports and pre-meeting briefings.
Assist the Director of Estates and Facilities as necessary to ensure all services provided are fully patient focused, devise and implement arrangements to regularly test and measure service users satisfaction.
Responsible for the distribution of circulars and other management information to Estates and Facilities managers.
Manage and monitor the Estates and Facilities Management Teams records/information and rotas associated with annual leave, sickness absence onto the ESR system.
Complete monthly SVL sheets for Estates and Facilities staff overtime and submit to Finance by deadline date.
For full details please see job description.
Job description
Job responsibilities
Establish and maintain effective and efficient filing system and manages the bring forward system for the Director of Estates and Facilities to ensure that appropriate responses are received within the agreed timescale.
Manage, update and control databases associated with budgets, adverse events, sickness absence etc by using information received from both internal and external sources, and compile reports from information received for the Director of Estates and Facilities monthly meetings.
Implement secretarial/administrative policies and propose changes to working practices for own area of responsibility.
Assists in production of Policies, Procedures, Business Plans/Cases for the Estates and Facilities department.
Assist the Director of Estates and Facilities by undertaking project work as a job requirement as part of the post.
Assist the Director of Estates and Facilities to ensure mechanisms are in place to maintain effective communication with all staff groups.
Liaise with Trust HQ Administrator regarding legal issues for claims, tender documentations, etc and record information in compliance with the Trust Policies and Procedures.
Undertake research to assist the Director of Estates and Facilities in the development of new projects and present information in the form of reports and pre-meeting briefings.
Assist the Director of Estates and Facilities as necessary to ensure all services provided are fully patient focused, devise and implement arrangements to regularly test and measure service users satisfaction.
Responsible for the distribution of circulars and other management information to Estates and Facilities managers.
Manage and monitor the Estates and Facilities Management Teams records/information and rotas associated with annual leave, sickness absence onto the ESR system.
Complete monthly SVL sheets for Estates and Facilities staff overtime and submit to Finance by deadline date.
For full details please see job description.
Person Specification
Qualifications
Essential
- Professional Secretarial/ Admin Qualification, such as BTEC or NVQ4 (or extensive experience of Secretarial/admin procedures working at Director or senior manager level and delivering the key result areas described
- Qualified to GCSE standard, including English language
- RSA III Word-processing (or equivalent).
- ECDL or equivalent.
- Evidence of Continuous Professional Development.
Desirable
- Shorthand RSA 80-100 wpm, or equivalent.
Experience
Essential
- Substantial experience working as a PA/Secretary at Director or Senior Manager level and delivering the key result areas described in the job description.
- Extensive experience of working with senior level staff and in managing confidential issues and matters.
- Experience of formal minute taking at Director level.
- Demonstrable experience of dealing with matters of a highly sensitive nature in a competent and aware manner.
- Experience of drafting/ preparing letters/memos on behalf of senior staff.
Desirable
- Previous experience in the NHS or equivalent public sector organisation.
- Previous experience of managing staff.
Skills
Essential
- Able to produce correspondence, reports, emails, presentations, project plans and spreadsheets, including delegated responsibility for projects, assignments and the production of reports.
- Excellent verbal communication and interpersonal skills and ability to identify the key messages and areas for action arising from telephone and personal conversations.
- IT literate, able to use Microsoft Office with excellent keyboard skills.
- Effective negotiation and influencing skills.
- Good knowledge of managing multiple Outlook calendars.
Knowledge
Essential
- Up-to-date knowledge and experience across the full range of activities and areas undertaken by the postholder
- Evidence of self-development or training in administration and/or office practices, including update training on software applications.
- Understanding of confidentiality and data protection.
Desirable
- Project Management Training.
- Knowledge of NHS/Trust Complaints Procedure.
Additional
Essential
- Flexible approach to working hours to meet demands of service.
- Able to work as part of a team and on own initiative.
- The ability to travel independantly to other hospital sites if required.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
Desirable
Person Specification
Qualifications
Essential
- Professional Secretarial/ Admin Qualification, such as BTEC or NVQ4 (or extensive experience of Secretarial/admin procedures working at Director or senior manager level and delivering the key result areas described
- Qualified to GCSE standard, including English language
- RSA III Word-processing (or equivalent).
- ECDL or equivalent.
- Evidence of Continuous Professional Development.
Desirable
- Shorthand RSA 80-100 wpm, or equivalent.
Experience
Essential
- Substantial experience working as a PA/Secretary at Director or Senior Manager level and delivering the key result areas described in the job description.
- Extensive experience of working with senior level staff and in managing confidential issues and matters.
- Experience of formal minute taking at Director level.
- Demonstrable experience of dealing with matters of a highly sensitive nature in a competent and aware manner.
- Experience of drafting/ preparing letters/memos on behalf of senior staff.
Desirable
- Previous experience in the NHS or equivalent public sector organisation.
- Previous experience of managing staff.
Skills
Essential
- Able to produce correspondence, reports, emails, presentations, project plans and spreadsheets, including delegated responsibility for projects, assignments and the production of reports.
- Excellent verbal communication and interpersonal skills and ability to identify the key messages and areas for action arising from telephone and personal conversations.
- IT literate, able to use Microsoft Office with excellent keyboard skills.
- Effective negotiation and influencing skills.
- Good knowledge of managing multiple Outlook calendars.
Knowledge
Essential
- Up-to-date knowledge and experience across the full range of activities and areas undertaken by the postholder
- Evidence of self-development or training in administration and/or office practices, including update training on software applications.
- Understanding of confidentiality and data protection.
Desirable
- Project Management Training.
- Knowledge of NHS/Trust Complaints Procedure.
Additional
Essential
- Flexible approach to working hours to meet demands of service.
- Able to work as part of a team and on own initiative.
- The ability to travel independantly to other hospital sites if required.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
Desirable
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.
