Job summary
Due to progression of the existing post holder, we are looking for an enthusiastic, proactive and motivated person to join our team and support us in delivering a first class, innovative service to provide Executive PA support to our Chief Nurse here at Sheffield Children's Foundation NHS Trust.
We would like you to be highly proactive and able to use your own initiative and judgement to help manage your workload. You will need to be able to work in a fast paced environment and the role requires you to have great communication skills and be familiar with the Microsoft Office suite. You will be able to react calmly when dealing with multiple tasks that need to be delivered to tight timeframes.
In return you can expect to be made very welcome as a key member of our team who will value your skills and contribution.
Main duties of the job
The role is based at Sheffield Children's Hospital, with scope for some home working in line with the needs of the service. It provides an opportunity to develop skills and experience by supporting the organisation's Executive Directors and Senior Management Team.
- Using knowledge and independent judgement, be responsible for organising and maintaining the effective management of the diaries of individual Executive Directors to include co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
- Provide effective and helpful first-line liaison with clinicians/staff and external stakeholders including representatives from the local NHS system, NHS England, regulators, other NHS trusts, local authorities, auditors, patients / carers / members of the public and the media. This will include dealing with highly confidential and sensitive issues.
- This role will also include organising and facilitating external, corporate and internal meetings as required. Preparing and setting of first-draft agendas and the timely circulation of papers.
- Handling incoming/outgoing mail, distributing all routine correspondence. The post holder is also responsible for flagging up any urgent post/emails and taking appropriate action in the absence of the Executive Director.
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
Job Specific Responsibilities
- Using knowledge and independent judgement, be responsible for organising and maintaining the effective management of the diaries of individual Executive Directors to include co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
- Facilitate and attend executive level and other meetings as required, taking and transcribing complex minutes and matters arising reports for approval. This includes keeping accurate records of decision-making that can be referenced and future action taken at the appropriate level.
- When required, support colleagues in the Corporate Executive Support Team to provide business support to the Management Team to ensure effective delivery of the key objectives of the Trust Board.
- Handle telephone and visitor enquires from internal and external stakeholders on behalf of the Executive Team, ensuring that all information is provided efficiently and courteously and in a manner that promotes the Trusts reputation positively. This includes the use of negotiation and persuasive skills to effectively resolve complex and distressing situations.
- Proactively and autonomously deal with all incoming correspondence by logging, assessing and drafting responses as and when required, collating and distributing, leaving only essential items requiring the personal attention of an Executive Director.
- Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming correspondence. Ensure that all relevant papers are available for meetings.
- Provide full meeting facilitation for external, corporate and internal meetings as required. This will include setting of first-draft agendas and timely circulation of papers.
- Planning and organising a range of events including conferences with speakers. Booking meeting rooms, facilities and refreshments as required, ensuring that rooms are suitably organised, including the setting up of presentation material.
- Be responsible for organising any required travel and visits made by Executive Directors while maintaining cost effectiveness. Co-ordinate all travel logistics and where applicable, deal with reimbursements and process expenses for individual Executive Directors as required.
- Facilitate and oversee local/national meetings and other corporate events hosted by a member of the Executive Director team as required.
- Have a thorough working knowledge of the policies, procedures, standing financial instructions and budgetary policies of the Trust and use Trust systems to support this as appropriate.
- Understand and utilise effectively Trust HR, pay and recruitment systems to support the effective running of the team and wider organisation. Undertake any specialist skill based training as required to deliver this responsibility.
- Facilitate and support trust recruitment processes as required by the Executive Director and/or Corporate Affairs Team including arranging interview panels, preparation of and participation in induction of new starters, procurement of job specific office equipment.
Communication/Working Relationships
- Provide effective and helpful first-line liaison with clinicians/staff and external stakeholders including representatives from the local NHS system, NHS England, regulators, other NHS trusts, local authorities, auditors, patients / carers / members of the public and the media. This will include dealing with highly confidential and sensitive issues.
- In a courteous and professional manner, respond positively and promptly to enquiries and incoming calls. Assist with complex enquiries relating to the activities of members of the Executive Director team. Take appropriate course of action as necessary, liaising with others as appropriate. Act with discretion and take and record accurate messages, redirecting queries where needed.
- Provide office cover for other members of the executive PA team during periods of annual leave / absence as necessary including telephone cover and supporting meetings.
- Build working relationships with a wide range of external organisations and individualsProvide training to new members of the Secretariat team in office administration and support systems and processes.
Information
- Collate information and data in order to prepare draft presentations and reports on behalfof individual Executive Directors, utilising relevant Trust IT systems and ensuring allrelevant data is collected and inputted in line with Trust guidelines.
- Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence.
- Undertake filing and photocopying as necessary ensuring that all relevant documents are accurately and appropriately archived.
- Management and distribution of the Director on-call rota. Ensuring that all Executive Directors annual leave is accounted for and adequate cover is provided. Ensuring that the rota has been circulated appropriately for out of hours contact and that relevant contact details are up to date.
Policies and Procedures
- Manage the collation, photocopying and distribution of confidential meeting papers inaccordance with Trust policy and procedures and agreed terms of reference.
- Maintain strict confidentiality at all times relating to the business of members of theExecutive Director team, in particular ensuring that papers and minutes are circulated toauthorised persons only and are stored and archived securely (hard copy and electronic).
- Ensure the continuous review of administrative policies and procedures within the postholders own area, implementing and developing new processes and guidance in order tosecure the efficient and effective operation of the service.
- Maintain a corporate style for meeting management including agendas, matters arisingreports, papers and minutes etc.
- Ensure that the training records for individual members of the Executive Team are up todate, and, in liaison with the Trusts Learning and Development Department, ensure thatthey are aware of their statutory and mandatory training requirements.
- On behalf of individual Executive Directors, monitor and schedule personal developmentreviews (PDRs) for all their direct reports.
- Participate in the Trust appraisal and personal review process and attend appropriatetraining and development activities, ensuring that all relevant statutory and mandatorytraining is undertaken.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
Excellence delivering a high-quality standard of care
Job description
Job responsibilities
Job Specific Responsibilities
- Using knowledge and independent judgement, be responsible for organising and maintaining the effective management of the diaries of individual Executive Directors to include co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
- Facilitate and attend executive level and other meetings as required, taking and transcribing complex minutes and matters arising reports for approval. This includes keeping accurate records of decision-making that can be referenced and future action taken at the appropriate level.
- When required, support colleagues in the Corporate Executive Support Team to provide business support to the Management Team to ensure effective delivery of the key objectives of the Trust Board.
- Handle telephone and visitor enquires from internal and external stakeholders on behalf of the Executive Team, ensuring that all information is provided efficiently and courteously and in a manner that promotes the Trusts reputation positively. This includes the use of negotiation and persuasive skills to effectively resolve complex and distressing situations.
- Proactively and autonomously deal with all incoming correspondence by logging, assessing and drafting responses as and when required, collating and distributing, leaving only essential items requiring the personal attention of an Executive Director.
- Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming correspondence. Ensure that all relevant papers are available for meetings.
- Provide full meeting facilitation for external, corporate and internal meetings as required. This will include setting of first-draft agendas and timely circulation of papers.
- Planning and organising a range of events including conferences with speakers. Booking meeting rooms, facilities and refreshments as required, ensuring that rooms are suitably organised, including the setting up of presentation material.
- Be responsible for organising any required travel and visits made by Executive Directors while maintaining cost effectiveness. Co-ordinate all travel logistics and where applicable, deal with reimbursements and process expenses for individual Executive Directors as required.
- Facilitate and oversee local/national meetings and other corporate events hosted by a member of the Executive Director team as required.
- Have a thorough working knowledge of the policies, procedures, standing financial instructions and budgetary policies of the Trust and use Trust systems to support this as appropriate.
- Understand and utilise effectively Trust HR, pay and recruitment systems to support the effective running of the team and wider organisation. Undertake any specialist skill based training as required to deliver this responsibility.
- Facilitate and support trust recruitment processes as required by the Executive Director and/or Corporate Affairs Team including arranging interview panels, preparation of and participation in induction of new starters, procurement of job specific office equipment.
Communication/Working Relationships
- Provide effective and helpful first-line liaison with clinicians/staff and external stakeholders including representatives from the local NHS system, NHS England, regulators, other NHS trusts, local authorities, auditors, patients / carers / members of the public and the media. This will include dealing with highly confidential and sensitive issues.
- In a courteous and professional manner, respond positively and promptly to enquiries and incoming calls. Assist with complex enquiries relating to the activities of members of the Executive Director team. Take appropriate course of action as necessary, liaising with others as appropriate. Act with discretion and take and record accurate messages, redirecting queries where needed.
- Provide office cover for other members of the executive PA team during periods of annual leave / absence as necessary including telephone cover and supporting meetings.
- Build working relationships with a wide range of external organisations and individualsProvide training to new members of the Secretariat team in office administration and support systems and processes.
Information
- Collate information and data in order to prepare draft presentations and reports on behalfof individual Executive Directors, utilising relevant Trust IT systems and ensuring allrelevant data is collected and inputted in line with Trust guidelines.
- Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence.
- Undertake filing and photocopying as necessary ensuring that all relevant documents are accurately and appropriately archived.
- Management and distribution of the Director on-call rota. Ensuring that all Executive Directors annual leave is accounted for and adequate cover is provided. Ensuring that the rota has been circulated appropriately for out of hours contact and that relevant contact details are up to date.
Policies and Procedures
- Manage the collation, photocopying and distribution of confidential meeting papers inaccordance with Trust policy and procedures and agreed terms of reference.
- Maintain strict confidentiality at all times relating to the business of members of theExecutive Director team, in particular ensuring that papers and minutes are circulated toauthorised persons only and are stored and archived securely (hard copy and electronic).
- Ensure the continuous review of administrative policies and procedures within the postholders own area, implementing and developing new processes and guidance in order tosecure the efficient and effective operation of the service.
- Maintain a corporate style for meeting management including agendas, matters arisingreports, papers and minutes etc.
- Ensure that the training records for individual members of the Executive Team are up todate, and, in liaison with the Trusts Learning and Development Department, ensure thatthey are aware of their statutory and mandatory training requirements.
- On behalf of individual Executive Directors, monitor and schedule personal developmentreviews (PDRs) for all their direct reports.
- Participate in the Trust appraisal and personal review process and attend appropriatetraining and development activities, ensuring that all relevant statutory and mandatorytraining is undertaken.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
Excellence delivering a high-quality standard of care
Person Specification
Qualifications and Training
Essential
- 6 GCSEs at Grade 4 or above, including English Language
- NVQ Level 4 in Business Administration or equivalent or equivalent knowledge acquired through experience
Desirable
- Audio Typing
- Evidence of on-going professional training
Experience
Essential
- Experience of working within a complex environment
- Experience of organising and prioritising diaries and schedules
Desirable
- Experience of working within a healthcare setting
- Experience in supporting director level personnel or working at a senior secretary level
- Experience with assisting or leading on projects
Knowledge and Skills
Essential
- Understanding of Office protocols
- Good communication skills (written and verbal)
- Minute taking / business writing skills
- Comprehensive IT skills including a good working knowledge of Microsoft Office
- Excellent organisational skills
- Ability to plan and prioritise work to meet deadlines
Desirable
- Understanding of how the NHS operates
- Knowledge of procurement of goods and services
Personal attributes
Essential
- Attention to detail
- Confident and self-motivated - uses own initiative and able to work independently
- Team worker
- Strong and tactful communicator
- Adaptable, flexible and able to influence and persuade
- Recognise the need to maintain strict confidentiality
- Strong interpersonal skills for effective working with colleagues and internal customers / external stakeholders
Demonstrates Trust Values
Essential
- Compassion, Accountability, Respect, Excellence - Together we care
Person Specification
Qualifications and Training
Essential
- 6 GCSEs at Grade 4 or above, including English Language
- NVQ Level 4 in Business Administration or equivalent or equivalent knowledge acquired through experience
Desirable
- Audio Typing
- Evidence of on-going professional training
Experience
Essential
- Experience of working within a complex environment
- Experience of organising and prioritising diaries and schedules
Desirable
- Experience of working within a healthcare setting
- Experience in supporting director level personnel or working at a senior secretary level
- Experience with assisting or leading on projects
Knowledge and Skills
Essential
- Understanding of Office protocols
- Good communication skills (written and verbal)
- Minute taking / business writing skills
- Comprehensive IT skills including a good working knowledge of Microsoft Office
- Excellent organisational skills
- Ability to plan and prioritise work to meet deadlines
Desirable
- Understanding of how the NHS operates
- Knowledge of procurement of goods and services
Personal attributes
Essential
- Attention to detail
- Confident and self-motivated - uses own initiative and able to work independently
- Team worker
- Strong and tactful communicator
- Adaptable, flexible and able to influence and persuade
- Recognise the need to maintain strict confidentiality
- Strong interpersonal skills for effective working with colleagues and internal customers / external stakeholders
Demonstrates Trust Values
Essential
- Compassion, Accountability, Respect, Excellence - Together we care
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.
