Job summary
We are looking to recruit an enthusiastic, highly motivated individual with substantial Medical Secretary and Personal Assistant experience, who would like the chance to develop and broaden their skills in a fast paced environment. The role of Personal Assistant is a demanding but exciting role providing secretarial and admin support to the Operations Director, Deputy Operations Director and working as part of the OGN Management Team
The successful candidate will be the first point of contact for the Operations Director requiring clear communication and liaison skills. They will need to be able to demonstrate initiative in planning their own workload , have an exceptional eye for detail, the ability to work to a very high standard of accuracy and excellent organisational skills are also essential for this role. An ability to be able to forward plan, analyse and re-prioritise workload is also required.
An excellent working knowledge of Microsoft Office applications is essential, when undertaking a wide range of duties. These include complex diary and email management, organisation of meetings, minute taking, document formatting and other general administrative tasks.
Main duties of the job
The Personal Assistant will provide comprehensive secretarial and PA support to the OGN Operations Director, Deputy Operations Director and support the wider Management Team, using audio/copy typing and Microsoft office packages proficiently.
Working with the team, the post holder will coordinate and minute Directorate level meetings, manage and maintain appropriate databases and records alongside other duties commensurate with the role.
We are looking for an enthusiastic, dynamic and forward thinking team player with appropriate experience. If you thrive on delivering service excellence and work well under pressure then we are looking for you.
About us
Sheffield Teaching Hospitals NHS Foundation Trust is one of the UK's busiest and most successful NHS foundation trusts. We provide a full range of local hospital and community services for people in Sheffield, as well as specialist care for patients from further afield, including cancer, spinal cord injuries, renal and cardiothoracic services. In addition to community health services, the Trust comprises five of Yorkshire's best known teaching hospitals.
- The Royal Hallamshire Hospital
- The Northern General Hospital
- Charles Clifford Dental Hospital
- Weston Park Cancer Hospital
- Jessop Wing Maternity Hospital
The Directorate of Obstetrics, Gynaecology and Neonatology is based at the Jessop Wing which is linked to the Royal Hallamshire Hospital. This comprises a Regional Tertiary Maternity Service with a Neonatal Unit of 44 cots. A tertiary Gynae-Oncology service and a diverse Gynaecology Service, which includes an Assisted Conception Unit, complete the services within the Directorate.
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
- To provide a full confidential secretarial service to the Care Group Operations Director and wider team using both audio/copy typing, Microsoft Word, Power Point and Excel packages.
- To provide support service including photocopying and filing and other general administrative duties so as to maintain effective and efficient office systems.
- To maintain an appointment system and diary, and to receive visitors in a friendly manner with tact and discretion when necessary.
- To receive, screen and make telephone calls, including dealing with general enquiries from outside sources such as the press and other agencies, resolving enquiries when possible, taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken.
- To record and brief the Care Group Triumvirate on issues when they are away from the office.
- Compile correspondence for signature on own initiative, as required.
- To have oversight and operational control of large blocks of work on behalf of the Care Group Triumvirate.
- To organise meetings, booking rooms/venues, arranging hospitality.
- Ensure a high standard of administrative support is provided include preparing, typing and circulation of agendas and meeting minutes, issuing of general correspondence and typing and formatting of guidelines in line with department protocols.
- To understand the role of committee clerk servicing meetings of a significant nature and to be politically sensitive to the discussions and have a good basic knowledge of issues under discussion
- To prioritise workload effectively in delivering tasks and ensure deadlines achieved.
- To be responsible for the monitoring and managing a flagging system for e-mails to assist with prioritisation of workload.
- To manage a bring forward/chaser system to ensure prompt handling of correspondence/ enquiries.
- To be responsible for the retrieval of papers / files for meetings using a bring forward system to alert the Care Group Triumvirate of pending items
- To co-ordinate workshops and major events of a significant nature during the year, liaising with hotels, conference centres and delegates.
- To arrange travel and hotel accommodation, as required.
- To prepare documents for external and internal distribution working to very tight deadlines. Liaise with outside agencies for completion of this process.
- To produce regular, routine information and reports under the direction of the Care Group Triumvirate / or other members of the Care Group Senior Leadership Team.
- To use the best possible techniques in IT and best practice to ensure that the Care Group has high quality management information and administrative systems.
- Maintain databases and spreadsheets in accordance with department requirements.
- To assist in the distribution of information, publicity, newsletters as requested.
- To maintain up to date distribution lists so that details are accurate and easily available in order to produce information as required.
- To set up as appropriate and maintain efficient filing systems (both electronic and manual), indexing of all correspondence and information files.
- Responsible for stock control and ordering of stationery.
- Assist with the provision of cover in the absence of colleagues so that an effective support service is maintained.
- Other duties within the general scope of the post and appropriate to the grading may be required from time to time. The Operations Director will discuss any changes of duties with the post-holder.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
- To provide a full confidential secretarial service to the Care Group Operations Director and wider team using both audio/copy typing, Microsoft Word, Power Point and Excel packages.
- To provide support service including photocopying and filing and other general administrative duties so as to maintain effective and efficient office systems.
- To maintain an appointment system and diary, and to receive visitors in a friendly manner with tact and discretion when necessary.
- To receive, screen and make telephone calls, including dealing with general enquiries from outside sources such as the press and other agencies, resolving enquiries when possible, taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken.
- To record and brief the Care Group Triumvirate on issues when they are away from the office.
- Compile correspondence for signature on own initiative, as required.
- To have oversight and operational control of large blocks of work on behalf of the Care Group Triumvirate.
- To organise meetings, booking rooms/venues, arranging hospitality.
- Ensure a high standard of administrative support is provided include preparing, typing and circulation of agendas and meeting minutes, issuing of general correspondence and typing and formatting of guidelines in line with department protocols.
- To understand the role of committee clerk servicing meetings of a significant nature and to be politically sensitive to the discussions and have a good basic knowledge of issues under discussion
- To prioritise workload effectively in delivering tasks and ensure deadlines achieved.
- To be responsible for the monitoring and managing a flagging system for e-mails to assist with prioritisation of workload.
- To manage a bring forward/chaser system to ensure prompt handling of correspondence/ enquiries.
- To be responsible for the retrieval of papers / files for meetings using a bring forward system to alert the Care Group Triumvirate of pending items
- To co-ordinate workshops and major events of a significant nature during the year, liaising with hotels, conference centres and delegates.
- To arrange travel and hotel accommodation, as required.
- To prepare documents for external and internal distribution working to very tight deadlines. Liaise with outside agencies for completion of this process.
- To produce regular, routine information and reports under the direction of the Care Group Triumvirate / or other members of the Care Group Senior Leadership Team.
- To use the best possible techniques in IT and best practice to ensure that the Care Group has high quality management information and administrative systems.
- Maintain databases and spreadsheets in accordance with department requirements.
- To assist in the distribution of information, publicity, newsletters as requested.
- To maintain up to date distribution lists so that details are accurate and easily available in order to produce information as required.
- To set up as appropriate and maintain efficient filing systems (both electronic and manual), indexing of all correspondence and information files.
- Responsible for stock control and ordering of stationery.
- Assist with the provision of cover in the absence of colleagues so that an effective support service is maintained.
- Other duties within the general scope of the post and appropriate to the grading may be required from time to time. The Operations Director will discuss any changes of duties with the post-holder.
Person Specification
Qualifications
Essential
- 5 GCSEs at grade C/Level 4 (or equivalent qualification or experience) including English Language at Grade C/Level 4 or above
- RSA/OCR stage III typewriting or word processing qualification (or equivalent qualification or experience)
- ECDL or equivalent qualification or experience
Desirable
- Secretarial qualification
- NVQ II Administration
- NVQ II Information Technology
Experience
Essential
- Extensive relevant secretarial experience including the ability to maintain high secretarial output
- Experience of supporting senior managers
- Fast, accurate audio and copy typing
- Experience of database and spread sheet management
- Diary management (electronic and paper versions)
- Taking, producing and circulating minutes
- Maintaining filing systems
- Experience of working within the NHS
Desirable
- Experience of supervising staff
- Experience of working within an acute care setting
- Experience of working within Obstetrics, Gynaecology and/or Neonatology
Special Skills/Aptitudes
Essential
- Good communication skills (written and verbal)
- Good organisational skills
- Effective team-working skills
- Proactivity
- Ability to prioritise own workload and that of staff below.
- Good and proven knowledge of secretarial and administrative procedures
- Good attention to detail
- Good numeracy skills
- Ability to work as part of a multi-disciplinary team
- Flexible to meet the needs of the service
Other Factors
Essential
- Understanding of issues surrounding patient confidentiality
Desirable
- Knowledge of Health Service
- Knowledge of Acute and Emergency Medicine
Person Specification
Qualifications
Essential
- 5 GCSEs at grade C/Level 4 (or equivalent qualification or experience) including English Language at Grade C/Level 4 or above
- RSA/OCR stage III typewriting or word processing qualification (or equivalent qualification or experience)
- ECDL or equivalent qualification or experience
Desirable
- Secretarial qualification
- NVQ II Administration
- NVQ II Information Technology
Experience
Essential
- Extensive relevant secretarial experience including the ability to maintain high secretarial output
- Experience of supporting senior managers
- Fast, accurate audio and copy typing
- Experience of database and spread sheet management
- Diary management (electronic and paper versions)
- Taking, producing and circulating minutes
- Maintaining filing systems
- Experience of working within the NHS
Desirable
- Experience of supervising staff
- Experience of working within an acute care setting
- Experience of working within Obstetrics, Gynaecology and/or Neonatology
Special Skills/Aptitudes
Essential
- Good communication skills (written and verbal)
- Good organisational skills
- Effective team-working skills
- Proactivity
- Ability to prioritise own workload and that of staff below.
- Good and proven knowledge of secretarial and administrative procedures
- Good attention to detail
- Good numeracy skills
- Ability to work as part of a multi-disciplinary team
- Flexible to meet the needs of the service
Other Factors
Essential
- Understanding of issues surrounding patient confidentiality
Desirable
- Knowledge of Health Service
- Knowledge of Acute and Emergency Medicine
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).
