Estates and Facilities Directorate Personal Assistant (PA)

Job summary

Directorate Personal Assistant

• Are you a skilled, organised and proactive multi-tasker?
• Do you have excellent secretarial, administrative skills?
• Are you an articulate listener, producing high quality minutes?
• Can you engage confidently with colleagues at all levels?
• Are you calm and productive in a busy environment?

If this sounds like you please read on...

We are looking for an experienced, highly motivated PA to support, and be part of our senior management team in Estates and Facilities. You will proved a high quality and comprehensive service as PA to the Director of Operational Estates and Facilities, and support with wider senior team in a variety of activities. You will have great opportunities to develop your understanding of often unseen but essential services that support patient care, and staff and patient experience.

Main duties of the job

• PA to the Director of Operational Estates and Facilities together with administrative support to the Senior Management Team (SMT) of the Estates and Facilities Division
• Manage multiple diaries
• Use a variety of Microsoft packages to prepare correspondence, spread sheets and presentations
• Ensure good communication flow within the team, circulating information and keeping everyone up to date with administration issues
• Maintain electronic and filing systems in according with GGDPR
• Preparation of agendas and associated paperwork and the undertaking of minutes at various Divisional and Trust meetings
• Responsible for accurate minutes of formal compliance meetings such as H&S, PFI contract, Water Safety and management of Action Logs to ensure governance
• Deal with telephone enquiries relevant to the Division, seeking advice where necessary
• General administrative duties ensuring efficient running of the Division
• Produce report / graphs illustrating data
• Raise Purchase Orders and receipt invoices through the EROS system, maintaining log
• Assist with IT orders for equipment and services
• Support recruitment, onboarding and induction of new members of the senior team

About us

North Bristol NHS Trustis an ambitious teaching and research organisation, and a specialist regional centre for Major Trauma, Neurosciences, Plastics and Burns, Orthopaedics and Renal services.

The Trust has a turnover of over £600m and over 8,000 staff which are predominately based in our state-of-the-art building on the Southmead Hospital site. The Trust is proud that our clinical teams have built a strong reputation for exceptional healthcare, personally delivered.