Job summary
The post holder will be required to provide a comprehensive PA, secretarial and administration support to the Deputy Director of Strategy and Transformation and provide services to management of the Transformation and Planning teams.
An essential part of the role is the ability to manage and prioritise own workload without direct supervision including diary management, dealing with telephone calls and enquiries, typing minutes of meetings and other administrative tasks.
Main duties of the job
Aspects of clerical and secretarial work are undergoing changes and development across the Trust, which may include new ways of working, technology, methods, systems and procedures. The post holder will be expected to, following appropriate consultation and training, embrace any such changes in working practices and to help other admin and clerical staff to develop their knowledge and skills in these areas.
Other duties may include word processing, keyboard skills, audio-typing, data processing, information technology, communication and organisational skills.
About us
Blackpool Teaching Hospitals NHS Foundation Trust is a large, integrated provider of acute and community services to the 445,000 population of the Fylde coast health economy and the estimated 11 million visitors to the seaside town of Blackpool. With patients and families at the heart of all we do, we are committed to creating a culture that empowers our staff and inspires us all to deliver first class clinical care. We form a central part of the Healthier Fylde Coast Integrated Care Partnership and our progressive approach to partnership working in the area provides an enviable opportunity to redesign and deliver services that meet the challenges of today's health system.
We are not underestimating the challenges facing today's health system but believe there are the foundations here in Blackpool to deliver truly excellent, integrated services that can make a major impact on the lives of the thousands of people we serve.
Job description
Job responsibilities
To be responsible for all matters concerning the Deputy Director of Strategy and Transformation correspondence:
Receive all correspondence, log, sort, redistribute, redirect and reply as required.
Assist with the priority for action/reply.
Timely distribution of communication and information.
Draft communication and information as required
To assist in the preparation of correspondence, communications, reports, minutes, and presentation materials. To provide administrative services for the Deputy Head including fact-finding and the preparation of reports and associated data, using appropriate research and reporting tools
To arrange and service meetings, prepare agendas, minute meetings, distribute actions, maintain accurate records and check action taken as required.
Act as a key liaison point between other key parties, setting up meetings as appropriate and maintaining good communications.
To provide assistance to the Deputy Head through personal organisation:
-
- Effective management of the electronic diary, assessing priority of appointments and reallocation as necessary including arranging appropriate logistic arrangements
- Assist in the coordination of management staff cover across the team
- Prepare and maintain staff duty rotas / Absence rotas as required
- Record and provide reports for sickness absence and annual leave
- Arrange travel and accommodation as required
- Prepare papers in advance as required, for meetings, committees, interviews etc.
- Assist with the completion and processing of financial documentation, i.e. purchase orders, invoices, claim forms
- Manage and prioritise email correspondence
Please read the attached JD and PS for all information on the job role.
Job description
Job responsibilities
To be responsible for all matters concerning the Deputy Director of Strategy and Transformation correspondence:
Receive all correspondence, log, sort, redistribute, redirect and reply as required.
Assist with the priority for action/reply.
Timely distribution of communication and information.
Draft communication and information as required
To assist in the preparation of correspondence, communications, reports, minutes, and presentation materials. To provide administrative services for the Deputy Head including fact-finding and the preparation of reports and associated data, using appropriate research and reporting tools
To arrange and service meetings, prepare agendas, minute meetings, distribute actions, maintain accurate records and check action taken as required.
Act as a key liaison point between other key parties, setting up meetings as appropriate and maintaining good communications.
To provide assistance to the Deputy Head through personal organisation:
-
- Effective management of the electronic diary, assessing priority of appointments and reallocation as necessary including arranging appropriate logistic arrangements
- Assist in the coordination of management staff cover across the team
- Prepare and maintain staff duty rotas / Absence rotas as required
- Record and provide reports for sickness absence and annual leave
- Arrange travel and accommodation as required
- Prepare papers in advance as required, for meetings, committees, interviews etc.
- Assist with the completion and processing of financial documentation, i.e. purchase orders, invoices, claim forms
- Manage and prioritise email correspondence
Please read the attached JD and PS for all information on the job role.
Person Specification
Knowledge & Experience
Essential
- Experience of diary management
- Demonstrable evidence of proficiency in the use of IT and Microsoft Office suite of packages,
- Knowledge and experience of regularly using Microsoft Teams
- A range of GCSEs, including English Language and Maths at Grade C or above, or appropriate equivalent experiential learning
- Business Administration Level 3 or Dimploma or relevant significant experience
- Evidence of organising, updating and maintaining accurate records and information
- Previous experience working in an office environment
- Data analysis skills
- Experience working under pressure and to tight deadlines
- Excellent communications skills
- Willingness to work as a team member
- Willingness to be flexible in order to meet the demands of the department
- Ability to work on your own initiative and be conscientious
- Must have the ability to prioritise your own workload
- Strong work ethic
Desirable
- Knowledge of NHS Terminology
- Advanced word processing skills/qualifications
- Recent experience working as a Personal Assistant or equivalent
Skills & Abilities
Essential
- Excellent communications skills
- Willingness to be flexible in order to meet the demands of the department
- Ability to work on your own initiative and be conscientious
- Must have the ability to prioritise your own workload
- Strong work ethic
Qualifications
Essential
- 5 GCSE's/0'levels including English
Desirable
- Business Administration Level 3 or Diploma or relevant significant experience
- ECDL or IT qualification
Person Specification
Knowledge & Experience
Essential
- Experience of diary management
- Demonstrable evidence of proficiency in the use of IT and Microsoft Office suite of packages,
- Knowledge and experience of regularly using Microsoft Teams
- A range of GCSEs, including English Language and Maths at Grade C or above, or appropriate equivalent experiential learning
- Business Administration Level 3 or Dimploma or relevant significant experience
- Evidence of organising, updating and maintaining accurate records and information
- Previous experience working in an office environment
- Data analysis skills
- Experience working under pressure and to tight deadlines
- Excellent communications skills
- Willingness to work as a team member
- Willingness to be flexible in order to meet the demands of the department
- Ability to work on your own initiative and be conscientious
- Must have the ability to prioritise your own workload
- Strong work ethic
Desirable
- Knowledge of NHS Terminology
- Advanced word processing skills/qualifications
- Recent experience working as a Personal Assistant or equivalent
Skills & Abilities
Essential
- Excellent communications skills
- Willingness to be flexible in order to meet the demands of the department
- Ability to work on your own initiative and be conscientious
- Must have the ability to prioritise your own workload
- Strong work ethic
Qualifications
Essential
- 5 GCSE's/0'levels including English
Desirable
- Business Administration Level 3 or Diploma or relevant significant experience
- ECDL or IT qualification
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).
