Job summary
An exciting opportunity has arisen to join the Women's & Children's Management Team as a Divisional Personal Assistant. This role is pivotal in supporting members of the general management team with a full and comprehensive PA service.
Main duties of the job
The post holder will provide a coordinated administrative and secretarial service to the Senior Management Team and assist in the running of the Management Office.
The Personal Assistant will be line managed by the office manager.
Main Duties and Responsibilities
Provide a full secretarial and administrative service to nominated senior managers, using his/her own initiative.
To maintain and coordinate the electronic diary of the named managers and arrange meetings, taking actions as agreed and when necessary, in their absence.
To collect, assemble and act upon information as required, knowing when to refer back to the named managers, as necessary.
Administer the necessary workspaces.
Dealing with telephone and personal enquiries from staff and the general public in an appropriate manner, confirming that complex messages are understood by relevant individuals and influencing them to ensure appropriate actions are undertaken.
Excellent interpersonal and communication skills, both written and oral, with confidence in communicating in a variety of ways including face to face, telephone, electronically and in writing with a variety of staff groups and external contacts.
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 and Experience
Essential
- oPrevious secretarial experience in a healthcare or public setting
- oPrevious administration experience
- oExperience of working as part of a team and on own initative
Desirable
Skills and Abilities
Essential
- oExcellent and professional communications both face-to-face, over the phone and by email
- oFlexible approach to duties
- oAble to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- oProven good organisational skills
- oGood IT skills including Microsoft Packages
- oAttention to detail
- oAbility to work effectively in a busy team, adjust to change and motivate others
- oAbility to work independently and as part of a team
- oAbility to take initiative
Aptitudes
Essential
- oMethodical and reliable, with attention to detail and accuracy
- oDemonstrate a flexible and adaptable approach to work with a willingness to learn and develop the role
- oCapacity to adopt changes to working practices quickly
- oSelf-motivated, enthusiastic and approachable
- oExhibit diplomacy and interpersonal skills with ability to interact with people of all levels and background
- oProfessional in appearance and approach
Qualifications and Training
Essential
- oEducated to GCSE, grade C or above (or equivalent) in 5 subjects including English Language and Maths
- oIT skills (Microsoft packages, Office and Teams)
Person Specification
Knowledge and Experience
Essential
- oPrevious secretarial experience in a healthcare or public setting
- oPrevious administration experience
- oExperience of working as part of a team and on own initative
Desirable
Skills and Abilities
Essential
- oExcellent and professional communications both face-to-face, over the phone and by email
- oFlexible approach to duties
- oAble to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- oProven good organisational skills
- oGood IT skills including Microsoft Packages
- oAttention to detail
- oAbility to work effectively in a busy team, adjust to change and motivate others
- oAbility to work independently and as part of a team
- oAbility to take initiative
Aptitudes
Essential
- oMethodical and reliable, with attention to detail and accuracy
- oDemonstrate a flexible and adaptable approach to work with a willingness to learn and develop the role
- oCapacity to adopt changes to working practices quickly
- oSelf-motivated, enthusiastic and approachable
- oExhibit diplomacy and interpersonal skills with ability to interact with people of all levels and background
- oProfessional in appearance and approach
Qualifications and Training
Essential
- oEducated to GCSE, grade C or above (or equivalent) in 5 subjects including English Language and Maths
- oIT skills (Microsoft packages, Office and Teams)
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).
