Job summary
We are recruiting for a Personal Assistant to join our team.The role will be to provide comprehensive secretarial support primarily to Managing Director and Clinical Director of the Community and MHLD, Isle of Wight Division.
You will be expected to work with the minimum of supervision, using their own initiative, and will carry out duties of the post in such a way as to make a direct and positive contribution to the organisation by enabling the Managing Director and Clinical Director to utilise their time in an efficient and effective manner.
The successful candidate will be expected to demonstrate a flexible approach to meet the needs of the service and provide high quality PA support including diary management, scheduling and attending meetings, minute taking and the screening of emails, production of reports and presenting/disseminating key information/statistics. You will need to be an effective gatekeeper, using your judgement to resolve difficult situations, whilst making decisions regarding appropriateness and priorities along with excellent interpersonal skills and knowledge of all the relevant administrative and PA procedures applicable to the role.
The role will also involve contact on a daily basis with a wide range of stakeholders, both internal and external to the organisation, and therefore requires a confident approach to create and maintain effective working relationships.
Main duties of the job
To provide a high level, professional and confidential support function including the ability to receive complex or sensitive information from the Diversity & Inclusion Team and Resource Groups
Line management responsibility for the performance of individuals within the administrative workforce ensuring they are supported to develop highly effective and efficient working practices. This will include day to day supervision of Bank Admin staff
The post holder will support the Managing Director and Clinical Director on work with the Service Leads, Finance Business Partner and HR Business Partner to support service developments and achievement of national and local standards.
To build a combination of knowledge and expertise in engagement and behaviour change and technical skills in admin business development to achieve strong service engagement, relationships, and effective practice
To work without direct supervision and show extensive use of initiative in prioritising and making decisions in relation to effectively supporting the smooth operation of the service
To ensure that the processes and procedures are documented, followed, and maintained by those entering and leaving the building
To carry out other duties as necessary to meet the changing needs of Hampshire and Isle of Wight NHS Trust, in accordance with management requirements and appropriate to banding
All duties will be carried out within the Trust's Information Governance, recording, and data sharing procedures and guidance
About us
Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.
Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.
We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.
Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Job description
Job responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.
We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent NVQ Dip in Level 4 Business & Professional Administration or experience in relevant roles
- Evidence of continued professional development relevant to this post
- RSA Stage III or equivalent
- High level of computer literacy including excellent knowledge of Microsoft packages
Experience
Essential
- Experience in a leadership/managerial role or experience in relevant roles
- Audio typing
- Experience of organising and running an office whilst managing staff
- Working to strict deadlines and under pressure
- Good Knowledge of Trust Systems e.g Oracle, Insights and awareness of Trust PAS
- Experience in managing multiple diaries
- Understanding of Hampshire and IOW NHS Trust
Additional Criteria
Essential
- Excellent communication skills both written and verbal with the ability to received and send complex sensitive or contentious information, where empathy or reassurance skills are required, there may be barriers to understand.
- Excellent organisational skills with the ability to prioritise workload
- Running of the administration function in conjunction with other PA's / team members.
- Ability to maintain confidentiality
- Ability to use their own initiative, without direct supervision to prioritise and make judgements in relation to the smooth operation of their workload.
- Experience of setting up and implementing internal processes and procedures realising efficiencies and efficient practices
- Exceptional time management with experience of working to tight and often changing timescales
- Being flexible and adaptable at work in order to meet competing priorities and varying situations
- Requirement to sit in restricted position for substantial proportion of the day
- Requirement for frequent concentration when preparing papers, taking minutes where the work pattern is unpredictable
- Exposure directly/indirectly to emotional and distressing circumstances during meetings and when preparing minutes
- Requirement to use VDU
- Knowledge of understanding of responsibilities of safeguarding
- Information Governance, Confidentiality and Data Protection requirements
- Knowledge and understanding of recruitment, selection, via NHS job and new starter process
- NHS administrative systems, structures and of working within the NHS and the wider Healthcare system
- Be able to demonstrate and understanding of the principles of equality, diversity, and inclusion within the workforce and how it can impact of this post.
- Able to demonstrate personal commitment to challenging discrimination and promoting equalities, at an appropriate level for the post
- Is able to work legally in the UK
- Is able to work with children and vulnerable adults
- Ability to travel for meetings across a range of sites in Isle of Wight/Southampton/Portsmouth/Hampshire.
- For posts where post holders are required to drive as part of their role they hold a valid full driving licence which enables them to drive in the UK
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent NVQ Dip in Level 4 Business & Professional Administration or experience in relevant roles
- Evidence of continued professional development relevant to this post
- RSA Stage III or equivalent
- High level of computer literacy including excellent knowledge of Microsoft packages
Experience
Essential
- Experience in a leadership/managerial role or experience in relevant roles
- Audio typing
- Experience of organising and running an office whilst managing staff
- Working to strict deadlines and under pressure
- Good Knowledge of Trust Systems e.g Oracle, Insights and awareness of Trust PAS
- Experience in managing multiple diaries
- Understanding of Hampshire and IOW NHS Trust
Additional Criteria
Essential
- Excellent communication skills both written and verbal with the ability to received and send complex sensitive or contentious information, where empathy or reassurance skills are required, there may be barriers to understand.
- Excellent organisational skills with the ability to prioritise workload
- Running of the administration function in conjunction with other PA's / team members.
- Ability to maintain confidentiality
- Ability to use their own initiative, without direct supervision to prioritise and make judgements in relation to the smooth operation of their workload.
- Experience of setting up and implementing internal processes and procedures realising efficiencies and efficient practices
- Exceptional time management with experience of working to tight and often changing timescales
- Being flexible and adaptable at work in order to meet competing priorities and varying situations
- Requirement to sit in restricted position for substantial proportion of the day
- Requirement for frequent concentration when preparing papers, taking minutes where the work pattern is unpredictable
- Exposure directly/indirectly to emotional and distressing circumstances during meetings and when preparing minutes
- Requirement to use VDU
- Knowledge of understanding of responsibilities of safeguarding
- Information Governance, Confidentiality and Data Protection requirements
- Knowledge and understanding of recruitment, selection, via NHS job and new starter process
- NHS administrative systems, structures and of working within the NHS and the wider Healthcare system
- Be able to demonstrate and understanding of the principles of equality, diversity, and inclusion within the workforce and how it can impact of this post.
- Able to demonstrate personal commitment to challenging discrimination and promoting equalities, at an appropriate level for the post
- Is able to work legally in the UK
- Is able to work with children and vulnerable adults
- Ability to travel for meetings across a range of sites in Isle of Wight/Southampton/Portsmouth/Hampshire.
- For posts where post holders are required to drive as part of their role they hold a valid full driving licence which enables them to drive in the UK
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.
Employer details
Employer name
Hampshire and Isle of Wight Healthcare NHS Foundation Trust
Address
Sandown Civic Centre Building
Barrack Block, The Broadway
Sandown
Isle of Wight
PO36 9EA
Employer's website
https://hiowhealthcare.nhs.uk/ (Opens in a new tab)
