Job summary
An exciting vacancy has arisen for a full time Personal Assistant who will provide a fully comprehensive and highly efficient service supporting the work of the Director of Medical Education (DME) and Clinical Associate Director of Medical Education (CADME).
The PA will undertake a variety of tasks including managing and prioritising DME & CADME diaries and workload, setting tasks and keeping to timescales, convening and organising meetings, maintaining and updating filing/bring forward systems, and initiating and responding to correspondence.
Minute taking is a key function, as is good typing and IT skills. Effective delivery of responsibilities and strategic objectives across department functions, including some project management support.
It is expected that the postholder will be based at one of the Trust's sites. The role will necessitate movement across the sites within the Trust and that the postholder will work where the post demands dictate. This may at times involve some out of office hours / flexible working.
Main duties of the job
The post holder will act as the first point of contact for DME and CADME and will liaise with a wide range of people and agencies, both internal and external, on their behalf whilst maintaining diplomacy, professionalism, confidentiality and discretion at all times.
The postholder will be expected to work autonomously and use their own initiative with minimum supervision, prioritising their workload and communicating effectively and efficiently with colleagues at all levels of management across the Department and Trust.
About us
Our vision is 'great healthcare from great people' - if you are great at what you do and want to work in an environment where you can give your best, come and be part of us!
In return, we promise to give you all the opportunities and development we can, so you can enjoy a great career with us
We have high ambitions for our Trust, the patients it serves and the people who work here. We prize involving all our staff in what we do, and together been on a fantastic improvement journey which has led to widespread improvements to our services and praise from the CQC for our caring staff. We are proud of what we have achieved to date and are excited about what's to come
Job description
Job responsibilities
For a full, detailed job description, please scroll down to access this and the person specification.
Job description
Job responsibilities
For a full, detailed job description, please scroll down to access this and the person specification.
Person Specification
Experience
Essential
- 3+ years recent administration experience within an NHS, public service or an educational environment
Desirable
- 2+ years recent administration experience within a Medical Education or Higher Education environment
- 2+ years PA experience
Qualifications
Essential
- NVQ Level 3 in Business Administration / 2 or more A Levels
- GCSEs in English and Mathematics Grade B minimum
Desirable
- Degree or NVQ Level 4 in business administration or equivalent
Skills
Essential
- Excellent communication skills, written and verbal using various methods and platforms to all levels of staff, external agencies and the general public
- Excellent Outlook and email management skills, data input and extraction for reporting
- Digital literacy skills including the ability to use MS office software to a high standard, sound keyboard skills
- Accurate minute and note taking
- High attention to detail and accuracy
- Effective planning and organisational ability
- Problem-solver with ability to be resourceful, creative and adaptable
- Multitasking and ability to switch between tasks due to disruptions and distractions
- Ability to use own initiative where necessary
Desirable
- Creation of databases
- Use of digital software and website upkeep
Knowledge
Essential
- Awareness of Health Education England's Digital Capability Framework and its applications
- Medical Education or Health Professional Training
Desirable
- Understanding of medical career path including education and training
Other
Essential
- Aware of and adhere to the Trust Values, Vision and Mission
- Ability to relate to all people regardless of their age, background, gender etc.
Person Specification
Experience
Essential
- 3+ years recent administration experience within an NHS, public service or an educational environment
Desirable
- 2+ years recent administration experience within a Medical Education or Higher Education environment
- 2+ years PA experience
Qualifications
Essential
- NVQ Level 3 in Business Administration / 2 or more A Levels
- GCSEs in English and Mathematics Grade B minimum
Desirable
- Degree or NVQ Level 4 in business administration or equivalent
Skills
Essential
- Excellent communication skills, written and verbal using various methods and platforms to all levels of staff, external agencies and the general public
- Excellent Outlook and email management skills, data input and extraction for reporting
- Digital literacy skills including the ability to use MS office software to a high standard, sound keyboard skills
- Accurate minute and note taking
- High attention to detail and accuracy
- Effective planning and organisational ability
- Problem-solver with ability to be resourceful, creative and adaptable
- Multitasking and ability to switch between tasks due to disruptions and distractions
- Ability to use own initiative where necessary
Desirable
- Creation of databases
- Use of digital software and website upkeep
Knowledge
Essential
- Awareness of Health Education England's Digital Capability Framework and its applications
- Medical Education or Health Professional Training
Desirable
- Understanding of medical career path including education and training
Other
Essential
- Aware of and adhere to the Trust Values, Vision and Mission
- Ability to relate to all people regardless of their age, background, gender etc.
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).
