Job summary
An opportunity has arisen for a friendly, proactive, and conscientious individual with experience working at a senior level to join us as a personal assistant (fixed term - 6 months) to the Care Group Directors. Experience of working within the NHS is desirable but not essential. This role is office based and will provide comprehensive support to the Care Group Directors and the senior leadership team.
We are seeking an enthusiastic individual with highly developed communication skills including tact, diplomacy, and sensitivity that has a deep understanding of confidentiality and GDPR. Who is confident liaising with stakeholders and able to handle sensitive information with compassion and discretion.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.
Main duties of the job
The successful candidate will have a solid working knowledge of Microsoft Office packages and be proficient in the use of Excel spreadsheets to be able to collate, analyse and monitor service data. They will have experience and be confident liaising with senior leadership, and work autonomously to manage complex diaries to prioritise busy workloads.
You must have excellent communication skills both written and verbal and experience of organising meetings. The role will require an ability to compile complex agendas, invite guest speakers, and accurately record formal business minutes to Trust standards.
The successful candidate will be adept at diary management which includes supporting the coordination of competing meeting attendance across the Care Group Directors. You will also have excellent organisational skills to manage and maintain order of confidential personal files.
The role will require the close working with other personal assistants in the Care Group to ensure appropriate cover and balance of workload is maintained.
About us
Our Trust is dedicated to supporting our colleagues in providing an excellent working environment and encourages everyone to share their progressive ideas. All staff have regular 1-2-1 supervisions and an annual appraisal, which provides lots of opportunity for celebration of achievements, and discussions around challenges, and your aspirations.
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying, if you do not possess the minimum qualifications, you must be willing to undertake them to be fully compliant.
The successful applicant will be expected to travel and work across Trust sites in North Yorkshire and York to support the activity of the Care Group Board.
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying, if you do not possess the minimum qualifications, you must be willing to undertake them to be fully compliant.
The successful applicant will be expected to travel and work across Trust sites in North Yorkshire and York to support the activity of the Care Group Board.
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Experience
Essential
- Implementing and maintaining systems and processes within an administration team.
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
- Co-ordinating meetings and associated duties
- Extracting data and report preparation
- Participation in service and quality improvement initiatives.
- Advanced typing skills and inputting data accurately and efficiency
Knowledge
Essential
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines
- A sound understanding of quality improvement initiatives
- Organising and completing demands and workloads meeting deadlines using delegation where necessary
- Problem solving for an area of work or developing alternative or additional procedures
Personal Attributes
Essential
- To build rapport, engage and develop positive relationships. Courteous and sensitive to others needs or feelings
- Positive, motivated and the ability to be calm under pressure
- Punctual and professional attitude and lead by example
- Flexible approach to supporting colleagues and the service which may involve travelling to various locations and shift patterns
- To take responsibility for self and committed to continual personal development, being able to accept and respond positively to feedback.
- Able to work in accordance with the Staff Compact and Trust Values and Behaviours. Promoting a positive image of the Service
- Committed to promoting a positive image of people with mental health conditions and/or learning disabilities
- Ability to deal with distressing or emotional circumstances and to support team members with signposting to additional services if necessary
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Experience
Essential
- Implementing and maintaining systems and processes within an administration team.
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
- Co-ordinating meetings and associated duties
- Extracting data and report preparation
- Participation in service and quality improvement initiatives.
- Advanced typing skills and inputting data accurately and efficiency
Knowledge
Essential
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines
- A sound understanding of quality improvement initiatives
- Organising and completing demands and workloads meeting deadlines using delegation where necessary
- Problem solving for an area of work or developing alternative or additional procedures
Personal Attributes
Essential
- To build rapport, engage and develop positive relationships. Courteous and sensitive to others needs or feelings
- Positive, motivated and the ability to be calm under pressure
- Punctual and professional attitude and lead by example
- Flexible approach to supporting colleagues and the service which may involve travelling to various locations and shift patterns
- To take responsibility for self and committed to continual personal development, being able to accept and respond positively to feedback.
- Able to work in accordance with the Staff Compact and Trust Values and Behaviours. Promoting a positive image of the Service
- Committed to promoting a positive image of people with mental health conditions and/or learning disabilities
- Ability to deal with distressing or emotional circumstances and to support team members with signposting to additional services if necessary
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).
