Job summary
Opportunity for Personal Assistant to the Deputy Director of Nursing, Midwifery and Therapies, and the Deputy Director of Quality, Risk & Assurance
We are looking for a proactive, forward-thinking person, who can organise/prioritise and work on their own initiative as well as part of a team, ensuring deadlines are met
The role will require knowledge of various computer packages such as Outlook, Word, Excel, PowerPoint. You will be required to prepare for and attend meetings, creating agendas, collating papers/reports, booking venues, sending calendar invites and screening e-mails and taking minutes. You must have extensive knowledge of calendar management as you will be required to keep both Deputy Directors calendars up to date.
On a weekly basis the successful applicant will need to act as the first point of contact, be able to problem solve, display confidentiality and maintain good relationships both with internal and external colleagues.
The Personal Assistant is required to support the Deputy Director(s) to deliver their part of the Trust's corporate objectives as well as their responsibilities in any relationships or activities the Deputy Director(s) may participate in across a wider local or national footprint.
Main duties of the job
Provide comprehensive PA and administrative support to the Deputy Director(s) in delivering their various roles within the Trust, which includes providing, and receiving complex and sensitive information.Manage the Deputy Directors' offices and ensure that the Deputy Director(s) are appropriately briefed in advance of scheduled meetings. Responsibilities include:Initiating, commissioning and coordinating briefings from senior staffGathering and extracting information from a range of sourcesTopping and tailing documents and providing first draft briefings as appropriate
Facilitate and servicing Deputy Director's meetings/committees
Manage all incoming mail/email, including prioritisation, commissioning briefings, directing others to take action and ensuring timely responses from them, disseminating information and ensuring that deadlines are met.
Provide a link to the Department of Health, NHS England and NHS Improvement, and other local and national agencies at the highest level on a range of issues managed by the Director(s).
This is not exhaustive of the full JD.
About us
The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals and Southport & Ormskirk Hospitals.
From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CAREthat is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits.
Job description
Job responsibilities
Advertising Date: 19th July 2024
Closing date: 2nd Aug 2024
Shortlisting Date: 5th August 2024
Interview Date: 14th Aug 2024
Job description
Job responsibilities
Advertising Date: 19th July 2024
Closing date: 2nd Aug 2024
Shortlisting Date: 5th August 2024
Interview Date: 14th Aug 2024
Person Specification
Qualifications
Essential
- GCSE or equivalent: Grades A - C including Mathematics and English
- BTEC/NVQ Level 3 in Business Studies/or equivalent qualification, or graduate seeking rapid development
- Excellent typing/word processing skills, minimum RSA III or equivalent
Desirable
- European Computer Driving Licence
Knowledge
Essential
- Experience of working as a PA/Secretary to a Senior Director or equivalent
- Experience of working in a busy, complex enterprise
- Experience of using Microsoft Office: Outlook, Word, Excel, PowerPoint and Access
- Experience of supporting committees and organising meetings
- Experience of Board administration
- Experience of working in the Civil Service or a Healthcare organisation
Desirable
- Knowledge of medical terminology
Skills and abilities
Essential
- Excellent communication skills, both written and verbal
- Excellent organisational and administrative skills
- Excellent time management skills
- Ability to work under pressure and to meet deadlines
- Ability to work without supervision and use own initiative
- Consistently high standards of attention to detail and quality of work
- Ability to establish and maintain good working relationships with people from a wide range of personal and professional backgrounds
Desirable
- Shorthand/Audio skills or equivalent
- HPA Loggist trained
mental effort
Essential
- Concentration for creating reports, transcribing minutes/there may be interruptions to deal with unforeseen events
Person Specification
Qualifications
Essential
- GCSE or equivalent: Grades A - C including Mathematics and English
- BTEC/NVQ Level 3 in Business Studies/or equivalent qualification, or graduate seeking rapid development
- Excellent typing/word processing skills, minimum RSA III or equivalent
Desirable
- European Computer Driving Licence
Knowledge
Essential
- Experience of working as a PA/Secretary to a Senior Director or equivalent
- Experience of working in a busy, complex enterprise
- Experience of using Microsoft Office: Outlook, Word, Excel, PowerPoint and Access
- Experience of supporting committees and organising meetings
- Experience of Board administration
- Experience of working in the Civil Service or a Healthcare organisation
Desirable
- Knowledge of medical terminology
Skills and abilities
Essential
- Excellent communication skills, both written and verbal
- Excellent organisational and administrative skills
- Excellent time management skills
- Ability to work under pressure and to meet deadlines
- Ability to work without supervision and use own initiative
- Consistently high standards of attention to detail and quality of work
- Ability to establish and maintain good working relationships with people from a wide range of personal and professional backgrounds
Desirable
- Shorthand/Audio skills or equivalent
- HPA Loggist trained
mental effort
Essential
- Concentration for creating reports, transcribing minutes/there may be interruptions to deal with unforeseen events
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).
