Personal Assistant – Estates and Facilities

Job description

Job responsibilities

Specific role of 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 ensuring they are kept up to date at all times

Ensure meeting appointments are accurately diarised, and the details are checked and confirmed with the meeting organisers ahead of the appointment and papers made available as appropriate

Monitor and manage multiple email accounts, responding where appropriate, drawing attention to any urgent issues and ensuring that they are brought forward, filed and actioned.

Use a variety of Microsoft packages to prepare correspondence, spread sheets and presentations, using judgement and skills to display the information appropriately and in accordance with the corporate style

Deal with internal and external post, emails and telephone calls

Receive and deal appropriately with highly sensitive and contentious information, maintaining confidentiality at all times

A willingness to participate in any training that would be commensurate with the job description

Ensure good communication flow within the team, circulating information and keeping everyone up to date with administration issues

Maintain electronic and filing systems, ensuring all filing is dealt with promptly and efficiently and in according with the General Data Protection Regulation (GDPR) and confidentiality rules

Typing correspondence in both written and audio formats, reports, papers and other items required for the efficient communication with the Division

Preparation of agendas and associated paperwork and the undertaking of minutes at various Divisional and Trust meetings

Creation of Action Logs to ensure governance of department / Trust decisions made

Deal with telephone enquiries relevant to the Division, seeking advice where necessary

Photocopying, scanning, and other administrative duties to ensure the efficient running of the Division

To produce report / graphs illustrating data

With the assistance of the management team create action plans, manage and update withing required timescales

Agree and undertake a personal development plan through the appraisal process with Line Manager

Other duties commensurate to the grate of the post and the needs of the Division as agreed between the post holder and the Line Manager

Coordinate Division appraisal returns and act as main contact for team

When necessary, support SMT with raising Purchase Orders and receipting invoices through the EROS system

Maintaining log of all Purchase Orders raised to ensure prompt payment of suppliers

General overview and support as a contact for Trust Charitable Funds

Division Sharepoint / LINK intranets: maintain, refresh periodically, update information and documents. Ensure always user friendly and assessable to those who need to view

Assist with IT orders for equipment and services

Support recruitment, onboarding, and induction of new members of the senior team

Organises events, conferences, award ceremonies

Person Specification

Shorlisting Criteria

Essential

• Excellent organisational skills
• Sound working knowledge of Microsoft packages
• High standard of oral and written English
• Experience of supporting a senior management team
• Experience of formal minute taking

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.

Certificate of Sponsorship

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

North Bristol NHS Trust

Address

Southmead Hospital

Southmead Road

Bristol

BS10 5NB

Employer's website

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