Job summary
Provide a comprehensive and full ranging administration / co-ordination service. Working in conjunction with colleagues, service users and stakeholders to provide an efficient service.
Essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times. The post holder will provide an empathic and sensitive point of contact for service users.
Post holder will be responsible for the supervision of other administrators in the absence of the Executive Assistant (annual leave / sickness).
Main duties of the job
*Provide a comprehensive and full ranging administration / co-ordination service, working in conjunction with colleagues, service users and stakeholders to provide an efficient service
*Essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times
*Post holder will be responsible for the supervision of other administrators in the absence of the Executive Assistant (annual leave / sickness)
*Provide a professional secretarial service to managers; to include correspondence, reports, presentations and other documents
*Minute taking at required meetings. To produce and circulate minutes, following up on action points agreed during the meetings. Arranging the venue and ensure all members are informed of the date, time and location
*Proactively manage managers diaries / electronic schedules on their behalf; operating a robust bring forward system
*Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel to produce letters, presentations, reports and other relevant correspondence
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person Specification
Qualifications
Essential
- *Good General Education (e.g. GCSE English and Maths A-C GCSE LEVEL 9-4
- *Business Administration NVQ level 3 or equivalent experience in an Administrative environment
Experience
Essential
- *Experience of dealing with the public / customer service experience
- *Experience of working in a secretarial / administrative role with a proven track record of problem solving
- *Good organisational skills
- *Previous experience of transcribing formal minutes
- *Able to use own initiative and deal with the unpredictable
- *Able to work under pressure and to multi-task
- *Able to work to deadlines
Desirable
- *Experience of working in a busy environment
- *Experience of working in Healthcare
Additional Criteria
Essential
- *Plus knowledge of dealing with non-routine issues such as problem solving for an area of work
- *Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
- *Good keyboard/ IT skills
- *Good organisational skills and ability to multitask
- *Good time management skills
- *Ability to deal professionally with enquiries from staff, patients and visitors
- *Understand confidentiality and apply the principles in everyday working practice
- *Ability to pay attention to detail where there are predictable interruptions to the work pattern
- *Ability to deal with stressful situations and sensitive issues
- *Work effectively and flexibly as part of a team to meet the needs of the services
- *Confident in dealing with people at all levels
- *Must be able to demonstrate an understanding of equality and diversity
- *Mature open and flexible approach to work
- *Demonstrates care and compassion
- *Good inter-personal and communication skills.
- *Good organisational skills
- *Ability to travel to multiple sites
Desirable
- *Ability to work under pressure and deal with stressful situations
Person Specification
Qualifications
Essential
- *Good General Education (e.g. GCSE English and Maths A-C GCSE LEVEL 9-4
- *Business Administration NVQ level 3 or equivalent experience in an Administrative environment
Experience
Essential
- *Experience of dealing with the public / customer service experience
- *Experience of working in a secretarial / administrative role with a proven track record of problem solving
- *Good organisational skills
- *Previous experience of transcribing formal minutes
- *Able to use own initiative and deal with the unpredictable
- *Able to work under pressure and to multi-task
- *Able to work to deadlines
Desirable
- *Experience of working in a busy environment
- *Experience of working in Healthcare
Additional Criteria
Essential
- *Plus knowledge of dealing with non-routine issues such as problem solving for an area of work
- *Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
- *Good keyboard/ IT skills
- *Good organisational skills and ability to multitask
- *Good time management skills
- *Ability to deal professionally with enquiries from staff, patients and visitors
- *Understand confidentiality and apply the principles in everyday working practice
- *Ability to pay attention to detail where there are predictable interruptions to the work pattern
- *Ability to deal with stressful situations and sensitive issues
- *Work effectively and flexibly as part of a team to meet the needs of the services
- *Confident in dealing with people at all levels
- *Must be able to demonstrate an understanding of equality and diversity
- *Mature open and flexible approach to work
- *Demonstrates care and compassion
- *Good inter-personal and communication skills.
- *Good organisational skills
- *Ability to travel to multiple sites
Desirable
- *Ability to work under pressure and deal with stressful situations
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.
