Job summary
An exciting opportunity has arisen to support a General Manager, Clinical Service Manager and Team leads in the Healthy Child Programme.
This role will be based at Brighton General Hospital. Whilst your main role will be supporting the Brighton and Hove leadership team, you will be required to provide cover and support for the other senior administrators and PAs working in our West Sussex teams.
This is a diverse role allowing you to develop a range of different skills and participate on projects and service developments.
Main duties of the job
As an experienced personal assistant you will be highly organised and have strong attention to detail.
The role requires someone who is diligent, friendly and capable. Someone who is self-motivated, a good communicator and always striving for the best for the patients.
You have experience managing large amounts of data and will be skilled in the use of digital/ IT systems, including the use of electronic patient records,. Confident use of microsoft packages, are a must, as is the ability to lead others, manage change and the ability to work to tight deadlines, remaining calm under pressure. You will be proactive in organising meetings, agendas and be able to take clear and accurate minutes,
About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?
- Positive 2022 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
- Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county
- Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options
- Excellent training and development opportunities
- Research opportunities
- Cost-effective workplace nurseries in Crawley, Hove and Brighton
- Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
- Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
- Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
- Located in stunning Sussex, with easy access to the South Downs and the coast
- Access to a wide range of benefits and discounts for NHS staff
Job description
Job responsibilities
The Personal Assistant provides a comprehensive administrative support service a team of senior managers.
They will act as a point of contact for the team, carry out diary management, the organisation of events and meetings, preparing and formatting documents and presentations to a high standard, carry out payroll and absence monitoring administration, order supplies and ensure the working environment is tidy, safe and welcoming. provide support and cover to the other senior administrators and PAs in the service.
Develops administrative procedures related to the senior management team.
Organises meetings, away days or training days. Organises conference-style or engagement events involving external stakeholders and members of the public.
Books venues, organises publicity and carries out all administration.Provides training and guidance to band 3 or 2 administrative support staff across the directorate.
Authorised to place orders for stationary and other supplies.
Respond directly to queries and requests for information or refer to an appropriate manager as appropriate.
Proof-reads, formats and finishes correspondence, reports and presentations that are visually attractive and have a high standard of readability and for members of the Senior Management Team using Microsoft Office software.
Manages diaries for members of the Senior Management Team, taking the initiative to prioritise appointments and commitments where possible orreferring back to the diary holder when necessary.
Receives queries and requests for advice from administrative support staffacross the division and responds to these in a supportive and constructiveway.
Attends meetings and takes formal minutes or notes. Writes up and circulates minutes and meeting notes in agreed timeframes.
Ensures all incoming and outgoing post is processed promptly.
Completes and returns attendance records for the senior management team and acts as a point of contact for payroll and recruitment queries.
Job description
Job responsibilities
The Personal Assistant provides a comprehensive administrative support service a team of senior managers.
They will act as a point of contact for the team, carry out diary management, the organisation of events and meetings, preparing and formatting documents and presentations to a high standard, carry out payroll and absence monitoring administration, order supplies and ensure the working environment is tidy, safe and welcoming. provide support and cover to the other senior administrators and PAs in the service.
Develops administrative procedures related to the senior management team.
Organises meetings, away days or training days. Organises conference-style or engagement events involving external stakeholders and members of the public.
Books venues, organises publicity and carries out all administration.Provides training and guidance to band 3 or 2 administrative support staff across the directorate.
Authorised to place orders for stationary and other supplies.
Respond directly to queries and requests for information or refer to an appropriate manager as appropriate.
Proof-reads, formats and finishes correspondence, reports and presentations that are visually attractive and have a high standard of readability and for members of the Senior Management Team using Microsoft Office software.
Manages diaries for members of the Senior Management Team, taking the initiative to prioritise appointments and commitments where possible orreferring back to the diary holder when necessary.
Receives queries and requests for advice from administrative support staffacross the division and responds to these in a supportive and constructiveway.
Attends meetings and takes formal minutes or notes. Writes up and circulates minutes and meeting notes in agreed timeframes.
Ensures all incoming and outgoing post is processed promptly.
Completes and returns attendance records for the senior management team and acts as a point of contact for payroll and recruitment queries.
Person Specification
Qualifications
Essential
- Good level general education, including pass grades in English and Mathematics
- Evidence of consistent pattern of learning from education, training and experience
- NVQ 3 in Business Administration or equivalent experience
Desirable
- IT/Administration qualification eg ECDL
- Knowledge of medical terminology
- Knowledge of Social Care & Health systems, processes and pathways
Experience
Essential
- Significant experience working in an office environment with a large and diverse range of callers and visitors
- Administration experience
- Experience working with the Public
Desirable
- Experience working in a health and social care setting
Skills
Essential
- Significant use of recognised IT packages e.g. Microsoft Office, Excel
- Effective keyboard/IT skills, including accurate recording skills
- Ability to prioritise, work independently to 'get things done' within tight deadlines
- Ability to produce letters and reports
- use of electronic patient record systems
Desirable
- Ability to undertake statistical and data analysis
- Good organising skills to arrange events/training and communicating appropriately around this
Other Requirements
Essential
- Ability to work flexibly and respond positively to change
Person Specification
Qualifications
Essential
- Good level general education, including pass grades in English and Mathematics
- Evidence of consistent pattern of learning from education, training and experience
- NVQ 3 in Business Administration or equivalent experience
Desirable
- IT/Administration qualification eg ECDL
- Knowledge of medical terminology
- Knowledge of Social Care & Health systems, processes and pathways
Experience
Essential
- Significant experience working in an office environment with a large and diverse range of callers and visitors
- Administration experience
- Experience working with the Public
Desirable
- Experience working in a health and social care setting
Skills
Essential
- Significant use of recognised IT packages e.g. Microsoft Office, Excel
- Effective keyboard/IT skills, including accurate recording skills
- Ability to prioritise, work independently to 'get things done' within tight deadlines
- Ability to produce letters and reports
- use of electronic patient record systems
Desirable
- Ability to undertake statistical and data analysis
- Good organising skills to arrange events/training and communicating appropriately around this
Other Requirements
Essential
- Ability to work flexibly and respond positively to change
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
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).
