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Herefordshire and Worcestershire Health and Care NHS Trust

Senior Administrator/Personal Assistant

Information:

This job is now closed

Job summary

Integrated Community Services SDU seek a PA for the Integrated Community Service Lead for Evesham, Bredon, Broadway and Inkberrow Neighbourhood Team (EBBI) and Droitwich Ombersley and the Rurals NT (DOR). You will be intelligent, organised, flexible, personable, happy to work with limited oversight and tight deadlines, and will offer support to the wider management team in these areas.

Ambitious to deliver quality healthcare, we enjoy each others company and aim to make work a good place to be. Work-life balance is given high priority, and youll be supported to find your own balance. This includes a flexible approach to basing (with offices across the two counties), home working (with all equipment), and some flexibility in working hours. If this sounds attractive, and you think youre a good fit, please reach out in advance of application to kim.spooner1@nhs.net

Please be advised NHS Jobs Service will not be available

  • 6pm on Friday 19 April to 9am on Monday 22 April 2024
  • 6pm on Friday 26 April to 9am on Monday 29 April 2024

Do not attempt to use the service at these times and consider this for your application submission.

Main duties of the job

  • Undertake senior administrative/secretarial/PA duties that are specific to the role.
  • Arrange confirm appointments and meetings as required, making appropriate arrangements, e.g. hospitality, booking venues, equipment, travel, accommodation
  • Provide a secretarial service to meetings, including the preparation and distribution of agendas and papers, taking minutes.
  • Act as the first point of contact (specific to the role) ensuring matters are dealt with efficiently and effectively.
  • Manage own workload effectively, prioritising and delegating work to junior staff accordingly.
  • Undertake extensive coordination of electronic diary systems for all designated personnel.
  • Assist in service audits, as required.
  • Assist with the relevant parts of the recruitment process for the department, as required, liaising with the centralised Recruitment Team.
  • Record information to the Electronic Staff Record, as appropriate.

About us

At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. Its why we were named Large Apprenticeship Employer of the Year award at the 2022 Worcestershire Apprenticeship Awards. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

What we offer

27 days leave plus bank holidays, increasing up to 33 days with long service

Generous NHS pension and enhanced pay when you work unsocial hours

Flexible and agile working opportunities

Great maternity, paternity, and adoption support

Wide range of staff networks such as LGBT+ and ENRICH (Equality Network for Race Inclusion and Cultural Heritage)

Health service discounts and online benefits including excellent cycle to work and car salary sacrifice schemes

Health and wellbeing opportunities

If you would like to know more, please visit our careers website.

Details

Date posted

10 April 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9798-0141

Job locations

Droitwich Medical Centre

Ombersley Street East

Droitwich

Worcestershire

WR9 8RD


Evesham Community Hospital

Waterside

Evesham

Worcestershire

WR11 1JT


Job description

Job responsibilities

  • Exercise judgment when dealing with staff, patients, carers and external contacts
  • Be a flexible supportive member of the team, providing cover during staff absences or during times when there is heavy demand for admin support.
  • Initiate responses to routine correspondence, produce reports, formal minutes, etc, create and format spread-sheets and/or databases.
  • Maintain accurate, contemporaneous and complete records in accordance with the Trusts policy and guidelines for records and record keeping.
  • Concentration required for minute taking.

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Job description

Job responsibilities

  • Exercise judgment when dealing with staff, patients, carers and external contacts
  • Be a flexible supportive member of the team, providing cover during staff absences or during times when there is heavy demand for admin support.
  • Initiate responses to routine correspondence, produce reports, formal minutes, etc, create and format spread-sheets and/or databases.
  • Maintain accurate, contemporaneous and complete records in accordance with the Trusts policy and guidelines for records and record keeping.
  • Concentration required for minute taking.

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Person Specification

Qualifications

Essential

  • Educated to academic Level 3 (e.g. A-Level, NVQ3, OCR/ RSA3, City and Guilds 3) in a Business Administration-related subject
  • I understand that I will be asked to provide original certificates to verify my qualifications at point of offer

Desirable

  • Shorthand

Experience

Essential

  • Significant recent Administrative/Secretarial experience (usually demonstrated by a minimum of 3 years experience)
  • Supervision/management of staff
  • Minute taking experience

Knowledge

Essential

  • Knowledge of the full range of administrative/secretarial procedures
  • Extensive knowledge of Microsoft Office Word/Excel/Outlook
  • Understanding of the Data Protection Act and NHS Code of Confidentiality

Desirable

  • PowerPoint

Skills & Abilities

Essential

  • Ability to challenge poor behaviour
  • Role modelling good behaviour
  • A positive attitude and able to act on feedback
  • Ability to praise and be supportive to others
  • Ability to communicate clearly and effectively in English in both verbal and written formats
  • Advanced IT skills. These will be tested at interview)
  • Audio typing skills
  • Minute taking skills
  • Numerate
  • Accuracy and attention to detail
  • Good organisational skills
  • Able to demonstrate the ability to use initiative effectively

Additional Criteria

Essential

  • Willingness to commit to continuing professional development
  • Professional manner as a representative of the Trust
  • Tact and discretion for dealing with confidential information
Person Specification

Qualifications

Essential

  • Educated to academic Level 3 (e.g. A-Level, NVQ3, OCR/ RSA3, City and Guilds 3) in a Business Administration-related subject
  • I understand that I will be asked to provide original certificates to verify my qualifications at point of offer

Desirable

  • Shorthand

Experience

Essential

  • Significant recent Administrative/Secretarial experience (usually demonstrated by a minimum of 3 years experience)
  • Supervision/management of staff
  • Minute taking experience

Knowledge

Essential

  • Knowledge of the full range of administrative/secretarial procedures
  • Extensive knowledge of Microsoft Office Word/Excel/Outlook
  • Understanding of the Data Protection Act and NHS Code of Confidentiality

Desirable

  • PowerPoint

Skills & Abilities

Essential

  • Ability to challenge poor behaviour
  • Role modelling good behaviour
  • A positive attitude and able to act on feedback
  • Ability to praise and be supportive to others
  • Ability to communicate clearly and effectively in English in both verbal and written formats
  • Advanced IT skills. These will be tested at interview)
  • Audio typing skills
  • Minute taking skills
  • Numerate
  • Accuracy and attention to detail
  • Good organisational skills
  • Able to demonstrate the ability to use initiative effectively

Additional Criteria

Essential

  • Willingness to commit to continuing professional development
  • Professional manner as a representative of the Trust
  • Tact and discretion for dealing with confidential 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.

Employer details

Employer name

Herefordshire and Worcestershire Health and Care NHS Trust

Address

Droitwich Medical Centre

Ombersley Street East

Droitwich

Worcestershire

WR9 8RD


Employer's website

https://careers.hacw.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Herefordshire and Worcestershire Health and Care NHS Trust

Address

Droitwich Medical Centre

Ombersley Street East

Droitwich

Worcestershire

WR9 8RD


Employer's website

https://careers.hacw.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Personal Assistant

Kim Spooner

kim.spooner1@nhs.net

01905681552

Details

Date posted

10 April 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9798-0141

Job locations

Droitwich Medical Centre

Ombersley Street East

Droitwich

Worcestershire

WR9 8RD


Evesham Community Hospital

Waterside

Evesham

Worcestershire

WR11 1JT


Supporting documents

Privacy notice

Herefordshire and Worcestershire Health and Care NHS Trust's privacy notice (opens in a new tab)