Job summary
An exciting opportunity has arisen within the Medicine management team to provide an efficient personal assistant and secretarial service to the Divisional Director, Clinical Chair and Head of Nursing.
Maintain high professional standards at all times
Ensure overall smooth administration, processes and running of the Divisional Management Team office, providing proactive and responsive professional support This post has clearly defined workloads that are managed by the individual and not supervised
To provide a welcoming, friendly and informative service to all visitors
To organise and facilitate the function of the division, including organising divisional governance group papers plus any other groups chaired by the Divisional Senior Triumvirate
Provide management assistance for performance and improvement projects
Act as an ambassador for the Division, with an active interest in the Division of
Medicine's specialties, sustainability, culture change and improvement.
Main duties of the job
o To receive calls and correspondence from staff or members of the public, some of which may constitute complaints.
o To be responsible for incoming post, assessing priority and dealing with matters as appropriate, including initiating and replying to correspondence.
o To follow up a very wide range of issues arising from correspondence, meetings and direct allocation of projects and tasks, through personal visit, telephone or correspondence and proposing solutions. Often negotiation and persuasion skills are required.
o To order and monitor stocks of stationery supplies and office equipment for the Division of Medicine Management Team.
o To manage the process of recruitment of staff within the Division.
o To communicate confidential, sensitive and contentious information on behalf of, Divisional Director, Clinical Chair, Head of Nursing and other parties.
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
Knowledge
Essential
- Experience working as a senior Personal/Management Assistant
- Experience of working in senior team environment supporting individual projects and administration
- Experience dealing with all levels of staff both on the telephone and in person
- Knowledge of a full range of administrative and organisational policies and Procedures
Desirable
- Previous experience of the NHS
- Previous experience of Medicine Specialties
Skills
Essential
- Excellent organisational and administrative skills with a high level of accuracy
- Ability to quickly understand complex concepts and prioritise accordingly
- Ability to use Microsoft Office or evidence of training in MS Office applicationsincluding the reconfiguration of spreadsheets
- Excellent communication and interpersonal skills in order to build and maintainpositive working relationships with internal colleagues & external clients
- Ability to work as part of a team
- Ability to work under own discretion and initiative with a methodical and organised approach without supervision
- Proven ability to meet deadlines and work under pressure with skills relating toprioritisation, delegation and time management
- Ability to communicate effectively and appropriately both written and verbally with a wide range of people within and outside the Trust
- Proven ability to persuade others
- Understanding of the sensitivity and confidentiality of work and handling such work in an appropriate manner
Qualifications
Essential
- Good standard of education to degree level or equivalent
- Evidence of commitment to continuing personal development
- Trained/possess an MS Office competency certificate or have equivalent level of experience
Desirable
- PA/Secretarial Administrative Diploma or equivalent
Aptitudes
Essential
- A positive, friendly disposition and self motivator
- Knowledge of the NHS and its current policies and an ability to understand implications for the Trust
- A pride in the quality and accuracy of your work and attention to detail
- Co-operative, helpful and flexible attitude to work
- Enjoys challenges and demonstrates resilience
- Genuine interest in the structure and work of the Trust and consequently in relationships with other organisations
- Willingness to undertake training and develop additional skills
Person Specification
Knowledge
Essential
- Experience working as a senior Personal/Management Assistant
- Experience of working in senior team environment supporting individual projects and administration
- Experience dealing with all levels of staff both on the telephone and in person
- Knowledge of a full range of administrative and organisational policies and Procedures
Desirable
- Previous experience of the NHS
- Previous experience of Medicine Specialties
Skills
Essential
- Excellent organisational and administrative skills with a high level of accuracy
- Ability to quickly understand complex concepts and prioritise accordingly
- Ability to use Microsoft Office or evidence of training in MS Office applicationsincluding the reconfiguration of spreadsheets
- Excellent communication and interpersonal skills in order to build and maintainpositive working relationships with internal colleagues & external clients
- Ability to work as part of a team
- Ability to work under own discretion and initiative with a methodical and organised approach without supervision
- Proven ability to meet deadlines and work under pressure with skills relating toprioritisation, delegation and time management
- Ability to communicate effectively and appropriately both written and verbally with a wide range of people within and outside the Trust
- Proven ability to persuade others
- Understanding of the sensitivity and confidentiality of work and handling such work in an appropriate manner
Qualifications
Essential
- Good standard of education to degree level or equivalent
- Evidence of commitment to continuing personal development
- Trained/possess an MS Office competency certificate or have equivalent level of experience
Desirable
- PA/Secretarial Administrative Diploma or equivalent
Aptitudes
Essential
- A positive, friendly disposition and self motivator
- Knowledge of the NHS and its current policies and an ability to understand implications for the Trust
- A pride in the quality and accuracy of your work and attention to detail
- Co-operative, helpful and flexible attitude to work
- Enjoys challenges and demonstrates resilience
- Genuine interest in the structure and work of the Trust and consequently in relationships with other organisations
- Willingness to undertake training and develop additional skills
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).
Employer details
Employer name
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address
Bristol Royal Infimrary
Upper Maudlin Street
Bristol
BS2 8HW
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)