Job summary
The Women's & Children's division are seeking for a experienced, enthusiastic Senior Personal Assistant and Office Manager to support the Divisional Director and Clinical Chair.
The Senior Personal Assistant / Divisional Office Manager is required to lead and develop the functions of the Divisional management office, providing proactive and responsive professional support to both the Divisional Director and Clinical Chair with their strategic and operational functions for the Women's & Children's Division.
Main duties of the job
To provide a full Senior Personal Assistant service, managing diaries and correspondence, include the preparation and distribution of presentations, reports and following up a wide range of issues arising from correspondence and meetings.
The Personal Assistant / Office Manager will provide day to day management and supervision of the divisional management administrative team.
The post-holder will lead on appropriate divisional administrative projects.
Please review the job description for a full overview of the main duties of the role.
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward- thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description
Job responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Job description
Job responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Person Specification
Qualifications & Training
Essential
- Educated to GCSE, Grade C or above (or equivalent) in 5 subjects including English Language and Maths
- IT skills or qualification to ECDL/RSA standard or equivalent
- Knowledge of computer packages (Microsoft Office / Teams)
Knowledge & Experience
Essential
- Substantial secretarial/PA experience at a senior level
- Experience of managing projects to deadlines
- Experience supervising or managing a team
- Excellent knowledge and experience using computer packages e.g., Microsoft Word, Excel, and PowerPoint
- Significant experience taking minutes and creating reports
Skills & Abilities
Essential
- Excellent and professional communications both face-to-face, over the phone and by email
- Flexible approach to duties
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy and attention to detail
- Proactive and 'can-do' approach
- Proven organisational skills
- Ability to work effectively in a busy dept./service, adjusting to change and motivating others
- Ability to work independently, taking own initiative to make complex decisions
- Ability to analyse and solve complex conflicting priorities
- Ability to manage an unpredictable workload where there are frequent interruptions and distractions
- Ability to deal with difficult situations using diplomacy to manage and deal with internal and external stakeholder expectations
- Ability to monitor and review processes suggesting improvements as required
Person Specification
Qualifications & Training
Essential
- Educated to GCSE, Grade C or above (or equivalent) in 5 subjects including English Language and Maths
- IT skills or qualification to ECDL/RSA standard or equivalent
- Knowledge of computer packages (Microsoft Office / Teams)
Knowledge & Experience
Essential
- Substantial secretarial/PA experience at a senior level
- Experience of managing projects to deadlines
- Experience supervising or managing a team
- Excellent knowledge and experience using computer packages e.g., Microsoft Word, Excel, and PowerPoint
- Significant experience taking minutes and creating reports
Skills & Abilities
Essential
- Excellent and professional communications both face-to-face, over the phone and by email
- Flexible approach to duties
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy and attention to detail
- Proactive and 'can-do' approach
- Proven organisational skills
- Ability to work effectively in a busy dept./service, adjusting to change and motivating others
- Ability to work independently, taking own initiative to make complex decisions
- Ability to analyse and solve complex conflicting priorities
- Ability to manage an unpredictable workload where there are frequent interruptions and distractions
- Ability to deal with difficult situations using diplomacy to manage and deal with internal and external stakeholder expectations
- Ability to monitor and review processes suggesting improvements as 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).
