Job summary
The successful candidate will work with and support the Family Health Divisional Leadership Team through working directly for and with the Divisional Director, General Manager; and Deputy Divisional General Manager.
Responsibilities will include providing key operational PA and administrative service including: management of diaries; receiving, recording and distributing correspondence - primarily email correspondence; meeting key deadlines for the return of papers and information; proactive liaison with key colleagues to manage key business roles; maintaining an efficient filing system; typing correspondence and other papers; managing administrative systems, arranging regular and ad-hoc meetings and taking clear and concise notes and minutes of meetings as required.
Self-motivated and dynamic you will need to bring a range of skills and experience to the role to support the development of the Family Health Division.
In undertaking this role, the employee will be expected to behave at all times that is consistent with and actively supports the Trust values & behaviours.
In the Family Health Division we are committed to creating and maintaining a fair, inclusive and supportive work environment and culture, where all contributions are fully recognised and valued by all and that staff feel empowered to carry out their duties to the best of their abilities.
Main duties of the job
- To provide personal administrative support to members of the Divisional Leadership Team i.e. Divisional Director, General Manager; as well as the Deputy Divisional General Manager.
- To be responsible for managing and organising diaries. This will involve prioritising appointments, taking the initiative where appropriate to arrange meetings to ensure the best use of time and raising instances where priorities conflict. The post holder will ensure that the purpose of meetings and other appointments are always clearly stated.
- To organise meetings which may involve co-ordinating diaries of a number of senior staff from within & outside the Trust. This will include booking suitable venues, ordering refreshments, presentation aids etc.
About us
With over 18,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Job description
Job responsibilities
For full details of the roles and responsibilities of this role, then please familiarise yourself with the job description and person specification
Job description
Job responsibilities
For full details of the roles and responsibilities of this role, then please familiarise yourself with the job description and person specification
Person Specification
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's behavioural standards
Training & Qualifications
Essential
- RSA Level 2 & 3 Word Processing (or equivalent)
- A minimum of 5 GCSEs or equivalent qualifications including English
Experience
Essential
- Experience working as a PA for Senior/Director Executive level
- Competent in the use of Microsoft Office applications; Word, Outlook, Excel and PowerPoint
- Competent in electronic diary management
- Experience of minute taking at high level meetings
- Experience of supporting multi-professional teams and individuals
- Able to demonstrate an understanding of confidentiality, including information governance and data protection
Communication and Relationship Skills
Essential
- Able to present information professionally in written, tabular and graphical formats
- Friendly and professional telephone manner
- Write/type with both clarity and accuracy with awareness of what information is needed
- Display at high standard of of personal integrity and confidentiality at all times
Analytical and Judgement Skills
Essential
- Use own initiative
- Problem solve within own area of responsibility
- Prioritise and respond to planned and unplanned situations on a daily basis in management of own workload
- Remain calm under pressure of tight deadlines
- Exercise judgment when dealing with senior members of staff, clinicians or external clients
- Able to handle sensitive information confidentially
Planning and organisational Skills
Essential
- Excellent planning and organisational skills, demonstrating effective time management of own workload
- Work within prescribed deadlines
Physical Skills
Essential
- Ability to use all office equipment (PC, printer, telephone system etc)
- Frequent use of VDU equipment
- Excellent keyboard skills
Other Requirements Specific to the Role
Essential
- Demonstrate enthusiasm and a conscientious approach to work, advocating this to others
- Flexible approach to work
- Ability to act independently on own initiative
Person Specification
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's behavioural standards
Training & Qualifications
Essential
- RSA Level 2 & 3 Word Processing (or equivalent)
- A minimum of 5 GCSEs or equivalent qualifications including English
Experience
Essential
- Experience working as a PA for Senior/Director Executive level
- Competent in the use of Microsoft Office applications; Word, Outlook, Excel and PowerPoint
- Competent in electronic diary management
- Experience of minute taking at high level meetings
- Experience of supporting multi-professional teams and individuals
- Able to demonstrate an understanding of confidentiality, including information governance and data protection
Communication and Relationship Skills
Essential
- Able to present information professionally in written, tabular and graphical formats
- Friendly and professional telephone manner
- Write/type with both clarity and accuracy with awareness of what information is needed
- Display at high standard of of personal integrity and confidentiality at all times
Analytical and Judgement Skills
Essential
- Use own initiative
- Problem solve within own area of responsibility
- Prioritise and respond to planned and unplanned situations on a daily basis in management of own workload
- Remain calm under pressure of tight deadlines
- Exercise judgment when dealing with senior members of staff, clinicians or external clients
- Able to handle sensitive information confidentially
Planning and organisational Skills
Essential
- Excellent planning and organisational skills, demonstrating effective time management of own workload
- Work within prescribed deadlines
Physical Skills
Essential
- Ability to use all office equipment (PC, printer, telephone system etc)
- Frequent use of VDU equipment
- Excellent keyboard skills
Other Requirements Specific to the Role
Essential
- Demonstrate enthusiasm and a conscientious approach to work, advocating this to others
- Flexible approach to work
- Ability to act independently on own initiative
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.