Job summary
***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***
An opportunity has arisen for an Office Manager and PA to Divisional Director and Deputy Directors within the Adults and Communities Division to join our team. The position offered is a permanent post, full time, working 37.5 hours a week.
Applications are invited for an experienced Office Manager/Personal Assistant to work within the Adults and Communities Division based at Moseley Hall Hospital providing PA support to the Divisional Director and Deputy Divisional Directors in the Divisional Management Team in Adults and Communities Division. This interesting and varied role requires the ability to work well on your own initiative whilst being committed to teamwork. This position also requires good communication skills and the ability to meet the demands of working in a busy environment.
You will be responsible for the provision of a comprehensive secretarial and administrative service to the Divisional Director and her team. You will have the ability to work under pressure, prioritise your work load and to deal with confidential issues in a professional manner.
Main duties of the job
You will already have experience in working as part of a general office team. With exceptional personal secretarial skills including fast and accurate typing, shorthand/note taking and audio-typing, you will be involved in diary management, minute taking, supporting on the recruitment of staff, HR issues and administrative service areas. If you are enthusiastic and able to establish personal credibility quickly, this could be the ideal position for you.
You will be supporting the senior management team within the adults and communities division. As part of your role you will line manage other administrative assistant based within the management building. Applicants will hold RSA Stage III Typing or equivalent with the ability to use Microsoft Office applications, evidence of ability to work at a senior level and of clear, decision making with outstanding communication skills.
About us
IMPORTANT
- Please ensure you check your Trac account regularly as this is how we will communicate with you during the shortlisting and selection process.
- Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.
Job description
Job responsibilities
Please see the job description and person specification for more detailed information on the job role.
Job description
Job responsibilities
Please see the job description and person specification for more detailed information on the job role.
Person Specification
Experience
Essential
- Relevant experience as a Personal Assistant/Secretary in a large complex organisation at a senior level or equivalent
- Evidence of working on own initiative to high standards against tight deadlines
- Evidence of taking lead in delivering key pieces of work
- Experience of supervising staff
Desirable
- Relevant experience of handling petty cash.
Qualifications/Training
Essential
- NVQ 4 in Business Administration or equivalent
- Minimum RSA 3 Typing / Word Processing or equivalent
Desirable
- Project Management Qualification or experience of managing projects
Skills/Knowledge
Essential
- Ability to plan a highly complex workload
- Ability to demonstrate analytical and organisational skills with a clear understanding and knowledge of data analysis development, data management and interpretation
- Highly developed interpersonal and communication skills with individuals and groups
- Excellent organisational/ prioritisation skills and the ability to meet deadlines, often working with sensitive or contentious information within varying environments.
- Ability to demonstrate knowledge and implementation of NHS access targets.
- Competent user of MS Word, Excel, Access, PowerPoint and Patient Administration Systems.
- Ability to think creatively and prioritise in a busy ever changing environment.
- Excellent verbal and communication skills
- Excellent organisational skills
- Excellent inter-personal and negotiating skills
- Ability to confidently administer all aspects of meeting management, including ability to type initial draft of minutes during meetings
Desirable
- Ability to demonstrate knowledge of the local health economy, recent NHS modernisation policies, strategies and outpatient practices
- Ability to lead complex services, setting clear direction and delivering service objectives
- Understanding and knowledge of finance and performance management
- Knowledge and skills in workforce ning, evidencing the ability to engage and fully utilise staff skills and interests.
- Understanding of the goals and values of the Division and the Trust.
Personal Qualities
Essential
- Ability to manage under pressure; work to tight deadlines, evidencing excellent time management
Desirable
- Evidence of strong leadership skills, the ability to negotiate, persuade and influence at a senior level with a supportive style whilst also able to take difficult decisions and act assertively
Person Specification
Experience
Essential
- Relevant experience as a Personal Assistant/Secretary in a large complex organisation at a senior level or equivalent
- Evidence of working on own initiative to high standards against tight deadlines
- Evidence of taking lead in delivering key pieces of work
- Experience of supervising staff
Desirable
- Relevant experience of handling petty cash.
Qualifications/Training
Essential
- NVQ 4 in Business Administration or equivalent
- Minimum RSA 3 Typing / Word Processing or equivalent
Desirable
- Project Management Qualification or experience of managing projects
Skills/Knowledge
Essential
- Ability to plan a highly complex workload
- Ability to demonstrate analytical and organisational skills with a clear understanding and knowledge of data analysis development, data management and interpretation
- Highly developed interpersonal and communication skills with individuals and groups
- Excellent organisational/ prioritisation skills and the ability to meet deadlines, often working with sensitive or contentious information within varying environments.
- Ability to demonstrate knowledge and implementation of NHS access targets.
- Competent user of MS Word, Excel, Access, PowerPoint and Patient Administration Systems.
- Ability to think creatively and prioritise in a busy ever changing environment.
- Excellent verbal and communication skills
- Excellent organisational skills
- Excellent inter-personal and negotiating skills
- Ability to confidently administer all aspects of meeting management, including ability to type initial draft of minutes during meetings
Desirable
- Ability to demonstrate knowledge of the local health economy, recent NHS modernisation policies, strategies and outpatient practices
- Ability to lead complex services, setting clear direction and delivering service objectives
- Understanding and knowledge of finance and performance management
- Knowledge and skills in workforce ning, evidencing the ability to engage and fully utilise staff skills and interests.
- Understanding of the goals and values of the Division and the Trust.
Personal Qualities
Essential
- Ability to manage under pressure; work to tight deadlines, evidencing excellent time management
Desirable
- Evidence of strong leadership skills, the ability to negotiate, persuade and influence at a senior level with a supportive style whilst also able to take difficult decisions and act assertively
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).
