Job summary
The Radiology directorate are looking for a Personal Assistant to join the friendly and inclusive team based at University Hospitals Dorset. This is a busy but rewarding post as you will be responsible for the provision of high-quality administrative support predominantly to the Clinical director , Deputy Head of Imaging Services .
Working closely with the senior management team you will be responsible for a range of activities, including complex diary management, comprehensive meeting support, production of quality correspondence and reports, effective record keeping and data entry. You will have experience of using Microsoft office packages be comfortable with data base use. You will need to be highly organised, have excellent IT skills and be able to remain calm under pressure. Excellent communication skills and the ability to build and maintain successful working relationships within the wider team are vital.
Please contact us to discuss any queries or arrange a visit to the department.
We look forward to meeting you.
Base Location: Poole Hospital
Interview Date: TBC
Main duties of the job
To provide a comprehensive and efficient secretarial service to the Deputy Head of Imaging Services and Radiology Clinical Director. In addition, to act as personal assistant, making decisions in their absence which enables continuity of the functions of the office. Much of the work is confidential and sensitive. Discretion is required in dealing with all business going through the office. The job holder will also provide administrative support and advice to Senior Management within the Radiology Department as requested.
The post entails contact with a wide range of personnel, including Directors and Clinical Leads within the Trust, senior people from other NHS organisations, staff and the public. The post holder is expected to be helpful, sensitive and professional always and recognise that they are able to make a significant contribution to the Radiology Department and expected to live the values of the organisation.
About us
Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued teammates and colleagues.
UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme.
This means that some services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have about this at interview.
Job description
Job responsibilities
Please see job description for more detailed job description
Act as gatekeeper for the Radiology Management Team
Manage the Radiology Management Team calendars.
Arrange, organise and schedule meetings for the Radiology Management Team
Oversee the Deputy Head of Imaging and Clinical Director s in-box as required in their absence.
Draw up accurate Agendas and cascade onto the wider group.
Attend meetings, take and transcribe Minutes, Action Logs and distribute accordingly.
Identify actions from meetings and take them forward on behalf of the Radiology Management Team
Draft up correspondence as requested.
Maintain an efficient, up to date and effective electronic filing system.
- Liaise with Senior Management Team
Job description
Job responsibilities
Please see job description for more detailed job description
Act as gatekeeper for the Radiology Management Team
Manage the Radiology Management Team calendars.
Arrange, organise and schedule meetings for the Radiology Management Team
Oversee the Deputy Head of Imaging and Clinical Director s in-box as required in their absence.
Draw up accurate Agendas and cascade onto the wider group.
Attend meetings, take and transcribe Minutes, Action Logs and distribute accordingly.
Identify actions from meetings and take them forward on behalf of the Radiology Management Team
Draft up correspondence as requested.
Maintain an efficient, up to date and effective electronic filing system.
- Liaise with Senior Management Team
Person Specification
Qualifications
Essential
- oEducated to GCSE standard or equivalent including English and Maths.
- oRSA III for typing and text processing or equivalent or gained through extensive experience with demonstrable PC and PA skills
Desirable
Experience
Essential
- oExperience of working at a PA/senior secretarial level in a similar complex organisation which demonstrates the range of skills required for the post.
- oWorking knowledge and experience of Microsoft Office or equivalent Software. oWorking knowledge and experience of the internet.
Desirable
- oPrevious NHS experience.
Technical skills /competencies
Essential
- oGood technical skills in Microsoft Office. oProficient keyboard skills. oExcellent organisational skills.
- oOrganising, attending and administering meetings oTaking notes/Minutes at meetings (backed up by recording).
Desirable
- oExperience of Agenda setting and Minute/note taking. oExperience of diary management.
Other requirements specific to the role
Essential
- oUnderstand the management of confidential information and data protection requirements. oVery high level of communication skills.
Person Specification
Qualifications
Essential
- oEducated to GCSE standard or equivalent including English and Maths.
- oRSA III for typing and text processing or equivalent or gained through extensive experience with demonstrable PC and PA skills
Desirable
Experience
Essential
- oExperience of working at a PA/senior secretarial level in a similar complex organisation which demonstrates the range of skills required for the post.
- oWorking knowledge and experience of Microsoft Office or equivalent Software. oWorking knowledge and experience of the internet.
Desirable
- oPrevious NHS experience.
Technical skills /competencies
Essential
- oGood technical skills in Microsoft Office. oProficient keyboard skills. oExcellent organisational skills.
- oOrganising, attending and administering meetings oTaking notes/Minutes at meetings (backed up by recording).
Desirable
- oExperience of Agenda setting and Minute/note taking. oExperience of diary management.
Other requirements specific to the role
Essential
- oUnderstand the management of confidential information and data protection requirements. oVery high level of communication skills.
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.
