Job summary
Are you a superhero? Are your organisational skills and attention to detail impeccable? If so we want you!
We are looking to recruit an experienced, enthusiastic and highly motivated Personal Assistant to provide high quality administrative and secretarial support to the Director of Pharmacy. In order to undertake this role, education to GCSE level or equivalent is required, in addition to excellent organisation and communication skills and an ability to work to strict timescales, all the while maintaining confidentiality.
You will enjoy working in a challenging and fast paced environment, and will be flexible, focused, resilient and able to build effective professional relationships and manage conflicting priorities successfully. We are looking for a candidate with a positive, 'can-do' attitude, who is comfortable with changing priorities and multi-tasking. A good understanding of Microsoft Office and the ability to quickly pick up other software packages is essential, as are excellent keyboard and organisational skills.
Previous secretarial/administrative experience is essential, as well as a knowledge of servicing committees and taking minutes. This is a unique opportunity to build a trusted relationship with the Director you support; every day will be different so you need to enjoy variety, challenge and complexity as well as being able to prioritise what is essential today and what can wait until tomorrow.
Main duties of the job
You will provide comprehensive support to the critical meetings of the pharmacy and medicines optimisation team and ensure that the Director of Pharmacy is fully prepared for all diary events with papers, travel and directions provided. Specific duties will include organising meetings, agenda preparation, note taking, minute production, diary management, bring forwards and follow up, preparation of reports, compiling data and statistics, arranging internal/external meetings, and general office duties including placing orders, and managing leave/payroll information.
You will deal with incoming and outgoing correspondence (including electronic mail) bringing urgent matters to the attention of the Director or appropriate deputy in her absence, and you will use specialised knowledge gained in the role to make sure that all such communications are dealt with in an appropriate and timely manner, including in the absence of the Director. In the absence of the Administration Team Leader you will also oversee the work of our admin assistants.
About us
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
Job description
Job responsibilities
To provide comprehensive and effective secretarial and administrative support to the Director of Pharmacy.
To communicate with internal and external stakeholders, and maintain a professional image of the Trust at all times.
To act as the primary point of contact for the Director of Pharmacy for internal and external communication, screening calls/visitors as appropriate.
For further details see the job description and person specification in additional documents.
Job description
Job responsibilities
To provide comprehensive and effective secretarial and administrative support to the Director of Pharmacy.
To communicate with internal and external stakeholders, and maintain a professional image of the Trust at all times.
To act as the primary point of contact for the Director of Pharmacy for internal and external communication, screening calls/visitors as appropriate.
For further details see the job description and person specification in additional documents.
Person Specification
Education/Qualification
Essential
- Good standard of general education (five GCSEs or equivalent, including maths and English)
- IT skills equivalent to RSA3, NVQ3 or relevant experience of Microsoft packag-es
Desirable
- European Computer Driving Licence qualification or equivalent
Knowledge
Essential
- Knowledge and understanding of medical / pharmaceutical terminology
- Understanding and awareness of data protection and confidentiality
- Previous experience of working in a PA role
- Ability to communicate routine information both verbally and in writing
- Knowledge and understanding of general administrative processes
- Knowledge of Trust information systems
Skills/Experience
Essential
- Advanced Microsoft Office skills, including Word, Excel and PowerPoint
- Proven ability in minute taking
- Methodical, organised approach to work with good attention to detail
- Ability to work to strict timescales
Desirable
Personal Qualities
Essential
- Customer focused, with a calm and empathetic persona, good listener, patient and diplomatic
- Ability to engage with people at all levels
- Smart appearance, articulate with a pleasant manner and confident and calm under pressure
- Flexible approach to working; ability to plan, organise and prioritise own workload and use own initiative
- Driving license, with access to a car and able to travel to other sites if required.
Person Specification
Education/Qualification
Essential
- Good standard of general education (five GCSEs or equivalent, including maths and English)
- IT skills equivalent to RSA3, NVQ3 or relevant experience of Microsoft packag-es
Desirable
- European Computer Driving Licence qualification or equivalent
Knowledge
Essential
- Knowledge and understanding of medical / pharmaceutical terminology
- Understanding and awareness of data protection and confidentiality
- Previous experience of working in a PA role
- Ability to communicate routine information both verbally and in writing
- Knowledge and understanding of general administrative processes
- Knowledge of Trust information systems
Skills/Experience
Essential
- Advanced Microsoft Office skills, including Word, Excel and PowerPoint
- Proven ability in minute taking
- Methodical, organised approach to work with good attention to detail
- Ability to work to strict timescales
Desirable
Personal Qualities
Essential
- Customer focused, with a calm and empathetic persona, good listener, patient and diplomatic
- Ability to engage with people at all levels
- Smart appearance, articulate with a pleasant manner and confident and calm under pressure
- Flexible approach to working; ability to plan, organise and prioritise own workload and use own initiative
- Driving license, with access to a car and able to travel to other sites if required.
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).
