Job summary
The post holder will provide comprehensive secretarial and administrative support to HFEA Person Responsible and the wider Hewitt Leadership team when required. This will include undertaking a range of duties including diary management, meeting arrangement and booking, document creation, minute taking and minute generation, email management as agreed.
Main duties of the job
To Provide a professional personal assistant service to the HFEA PR and to Hewitt Service Leads. Assist in the organisation of the allocated managers workload including diary management, meeting arrangement and booking, minute taking and minute generation. Provide a contact service for those who contact Hewitt Fertility Center including members of the public, NHS bodies, Trust staff and clinicians ensuring the caller is assisted or passed to the relevant service. Provides expert support in the use of administrative software such as Microsoft application including Word, Excel, PowerPoint etc. To arrange meetings where appropriate, this will involve arranging room bookings, taking minutes and circulating associated papers. Provide administrative support to plan and organise divisional and corporate meetings as required. Working with Hewitt Leadership team to review items in a timely manner. Maintain an up to date electronic and paper office filing system appropriate to the relevant department in accordance with corporate records management. Ensures data entry onto Trust systems is consistent with workflows and follow standard operating procedures. Maintain knowledge of a full range of administrative and organisational policies and procedures, acquired through training. Operate in accordance with Trust and departmental policies and Standard Operating Procedures that underpin the consistent application and undertaking.
About us
Liverpool Women's NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm newborns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes usthespecialist health provider of choice in Europe for women, babies and families.
We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.
The Trust is constantly innovating and evolving it's services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.
Check out why Liverpool Women's NHS Foundation Trust is a great place to work using the links below:
Video:https://vimeo.com/556197652
Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Job description
Job responsibilities
To Provide a professional personal assistant service to the HFEA PR and to Hewitt Service Leads. Assist in the organisation of the allocated managers workload including diary management, meeting arrangement and booking, minute taking and minute generation, email management as agreed. Provide a contact service for those who contact Hewitt Fertility Centre including members of the public, NHS bodies, Trust staff and clinicians ensuring the caller is assisted or passed to the relevant service or provided with the necessary advice and guidance exercising the necessary judgment when dealing with inquiries and sensitivity. Provides expert support in the use of administrative software such as Microsoft application including Word, Excel, PowerPoint etc. that supports document creation for report writing, presentation, memos and email for corporate managers. To have autonomy for the diary management of multiple managers using personal judgment to plan ahead and manage commitments. To be responsible for management of meetings for the service including booking venues, preparing and distributing all papers, taking and distributing accurate minutes and carrying out actions as necessary. To arrange meetings where appropriate, this will involve arranging room bookings, taking minutes and circulating associated papers. Provide administrative support to plan and organise divisional and corporate meetings as required. Working with Hewitt Leadership team to review items in a timely manner. Maintain an up to date electronic and paper office filing system appropriate to the relevant department in accordance with corporate records management. Receives, manages and actions correspondence in liaison with the relevant manager. Handles records as appropriate and ensures appropriate tracking as per Trust policies and procedures. Provide a contact service for incoming internal and external contacts ensuring the caller is passed to the relevant service or provided with the necessary advice and guidance exercising the necessary judgment when dealing with enquiries. Ensures data entry onto Trust systems is consistent with workflows and follow standard operating procedures. Maintain knowledge of a full range of administrative and organisational policies and procedures, acquired through training. Operate in accordance with Trust and departmental policies and Standard Operating Procedures that underpin the consistent application and undertaking . For further details see Jobdescription
Job description
Job responsibilities
To Provide a professional personal assistant service to the HFEA PR and to Hewitt Service Leads. Assist in the organisation of the allocated managers workload including diary management, meeting arrangement and booking, minute taking and minute generation, email management as agreed. Provide a contact service for those who contact Hewitt Fertility Centre including members of the public, NHS bodies, Trust staff and clinicians ensuring the caller is assisted or passed to the relevant service or provided with the necessary advice and guidance exercising the necessary judgment when dealing with inquiries and sensitivity. Provides expert support in the use of administrative software such as Microsoft application including Word, Excel, PowerPoint etc. that supports document creation for report writing, presentation, memos and email for corporate managers. To have autonomy for the diary management of multiple managers using personal judgment to plan ahead and manage commitments. To be responsible for management of meetings for the service including booking venues, preparing and distributing all papers, taking and distributing accurate minutes and carrying out actions as necessary. To arrange meetings where appropriate, this will involve arranging room bookings, taking minutes and circulating associated papers. Provide administrative support to plan and organise divisional and corporate meetings as required. Working with Hewitt Leadership team to review items in a timely manner. Maintain an up to date electronic and paper office filing system appropriate to the relevant department in accordance with corporate records management. Receives, manages and actions correspondence in liaison with the relevant manager. Handles records as appropriate and ensures appropriate tracking as per Trust policies and procedures. Provide a contact service for incoming internal and external contacts ensuring the caller is passed to the relevant service or provided with the necessary advice and guidance exercising the necessary judgment when dealing with enquiries. Ensures data entry onto Trust systems is consistent with workflows and follow standard operating procedures. Maintain knowledge of a full range of administrative and organisational policies and procedures, acquired through training. Operate in accordance with Trust and departmental policies and Standard Operating Procedures that underpin the consistent application and undertaking . For further details see Jobdescription
Person Specification
Skills, Knowledge & Aptitudes
Essential
- Good level of numeracy and literacy skills
- Able to communicate clearly both in verbal and written communications.
- Good keyboard & PC skills.
- Working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel
- Ability to type text to a good standard
- Organised and methodical with an attention to detail
- Professional and friendly telephone manner
- Able to maintain accuracy to high standards
- Understanding of confidentiality, Data Protection and Caldicott principles
- Knowledge of NHS & Medical Terminology and audio transcription
Desirable
- Ability to learn NHS or clinical speciality terminology
Qualifications
Essential
- Educated to GCSE level or equivalent including English and Mathematics
- European Computer Driving License (ECDL) Qualification or equivalent.
- Typing qualification - RSA III or equivalent
- Holds or currently studying towards a General Secretarial qualification such as diploma, advance diploma, professional certificate or equivalent.
Desirable
- Medical terminology and audio transcription qualification such as a certificate or AMSPAR qualification
Experience
Essential
- Experience of working in an executive office environment preferably within a healthcare environment
- Previous experience of working in a NHS personal assistant role
- Experience of audiotranscription, minute taking, letter generation and diary management
Personal Qualities
Essential
- Flexible and adaptable to change
- Ability to work to a deadline and to prioritise own work load.
- Ability to work on own unsupervised
- Courteous and friendly
- Be able to work under pressure in a busy environment
- Ability to work independently or as part of a team
- Able to multi task
- Capable of dealing with sensitive and confidential documents and situations
Other
Essential
- Keen to develop personal skills
- Good work attendance
- Flexibility & motivation
- Able to change duties at short notice
- Occupational Health cleared to perform the duties of the role.
Person Specification
Skills, Knowledge & Aptitudes
Essential
- Good level of numeracy and literacy skills
- Able to communicate clearly both in verbal and written communications.
- Good keyboard & PC skills.
- Working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel
- Ability to type text to a good standard
- Organised and methodical with an attention to detail
- Professional and friendly telephone manner
- Able to maintain accuracy to high standards
- Understanding of confidentiality, Data Protection and Caldicott principles
- Knowledge of NHS & Medical Terminology and audio transcription
Desirable
- Ability to learn NHS or clinical speciality terminology
Qualifications
Essential
- Educated to GCSE level or equivalent including English and Mathematics
- European Computer Driving License (ECDL) Qualification or equivalent.
- Typing qualification - RSA III or equivalent
- Holds or currently studying towards a General Secretarial qualification such as diploma, advance diploma, professional certificate or equivalent.
Desirable
- Medical terminology and audio transcription qualification such as a certificate or AMSPAR qualification
Experience
Essential
- Experience of working in an executive office environment preferably within a healthcare environment
- Previous experience of working in a NHS personal assistant role
- Experience of audiotranscription, minute taking, letter generation and diary management
Personal Qualities
Essential
- Flexible and adaptable to change
- Ability to work to a deadline and to prioritise own work load.
- Ability to work on own unsupervised
- Courteous and friendly
- Be able to work under pressure in a busy environment
- Ability to work independently or as part of a team
- Able to multi task
- Capable of dealing with sensitive and confidential documents and situations
Other
Essential
- Keen to develop personal skills
- Good work attendance
- Flexibility & motivation
- Able to change duties at short notice
- Occupational Health cleared to perform the duties of the role.
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).
