Personal Assistant (Admissions Avoidance)

Sheffield Teaching Hospitals NHS Foundation Trust

Information:

This job is now closed

Job summary

An exciting opportunity has arisen for a Personal Assistant to join the ICC Admissions Avoidance Team within the Sheffield Teaching Hospitals NHS Foundation Trust.

We are looking for a dynamic, hardworking, and enthusiastic individual to provide administrative support to the Admissions Avoidance Team. The successful candidate will provide a comprehensive high quality confidential administration and personal assistant service to the Admissions Avoidance Team. They will ensure support to the Directorate team is well co-ordinated and be the first point of contact for the Service Leads.

This is a permanent post which offers hybrid working, fulfilling duties both on and off site.

Main duties of the job

  • Prioritise and manage own workload and to have determination and resilience in meeting objectives and deadlines and maintaining a fast pace of work.
  • Manage the diaries and e-mail inboxes of the Admissions Avoidance Team highlighting key issues in a timely manner. Coordinate a realistic diary that combines availability for key meetings with sufficient time for travel, preparation and the delivery of key pieces of work.
  • Be the first contact point for external and internal parties to access Admissions Avoidance Team, co-ordinating queries and responses to ensure that enquiries are dealt with in a timely, efficient, tactful, professional and courteous manner.
  • Deal with telephone enquiries from both internal (members of staff) and external (patients, relatives, other organisations and shareholders) parties on behalf of Admissions Avoidance Team and to record and brief them on issues when they are away from the office.

About us

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.

Date posted

11 May 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year pa/ pro rata for part time staff

Contract

Permanent

Working pattern

Full-time

Reference number

190-5196-DIR

Job locations

Northern General Hospital

Herries Road

Sheffield

S5 7AU


Job description

Job responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Job description

Job responsibilities

Please view the attached Job Description and Person Specification documents for full details regarding this post.

When completing your application please ensure that you clearly demonstrate how you meet the role criteria.

Person Specification

Qualifications

Essential

  • RSA III / OCR III Typing (or equivalent)
  • GCSE level (or equivalent) at grade C/4 or above in English and Maths
  • Educated to Diploma Level 4 or NVQ Level 3 plus other additional knowledge/training e.g ECDL or equivalent experience.

Desirable

  • Evidence of professional or personal development.
  • Management Qualification / experience.

Experience

Essential

  • Relevant PA and secretarial experience
  • Experience of working with multi-disciplinary teams
  • Good and proven knowledge of secretarial and administrative procedures in a large organisation
  • Experience of minute taking
  • Experience of Microsoft office packages especially Outlook, Word, Excel, PowerPoint and OneNote

Desirable

  • Experience of providing PA experience to senior managers within the NHS
  • Experience of staff management

Skills & Knowledge

Essential

  • Ability to work independently with minimal supervision
  • Ability to work fast and efficient
  • Ability to work as part of a team
  • Ability to be flexible and sensitive and able to cope with the changing needs of the role
  • Excellent organisational skills
  • Good verbal communication skills
  • Good written communication skills including the ability to present information in a clear manner
  • Ability to prioritise effectively, including when working to tight deadlines
  • Ability to deal effectively with conflict and to minimise its escalation
  • Ability to solve problems
  • Competent to interpret numerical information
  • Ability to keep accurate and appropriate staff records

Desirable

  • Ability to produce brief reports including numerical information
  • Knowledge of medical terminology

Further Training

Desirable

  • Knowledge of ESR and PALMS
Person Specification

Qualifications

Essential

  • RSA III / OCR III Typing (or equivalent)
  • GCSE level (or equivalent) at grade C/4 or above in English and Maths
  • Educated to Diploma Level 4 or NVQ Level 3 plus other additional knowledge/training e.g ECDL or equivalent experience.

Desirable

  • Evidence of professional or personal development.
  • Management Qualification / experience.

Experience

Essential

  • Relevant PA and secretarial experience
  • Experience of working with multi-disciplinary teams
  • Good and proven knowledge of secretarial and administrative procedures in a large organisation
  • Experience of minute taking
  • Experience of Microsoft office packages especially Outlook, Word, Excel, PowerPoint and OneNote

Desirable

  • Experience of providing PA experience to senior managers within the NHS
  • Experience of staff management

Skills & Knowledge

Essential

  • Ability to work independently with minimal supervision
  • Ability to work fast and efficient
  • Ability to work as part of a team
  • Ability to be flexible and sensitive and able to cope with the changing needs of the role
  • Excellent organisational skills
  • Good verbal communication skills
  • Good written communication skills including the ability to present information in a clear manner
  • Ability to prioritise effectively, including when working to tight deadlines
  • Ability to deal effectively with conflict and to minimise its escalation
  • Ability to solve problems
  • Competent to interpret numerical information
  • Ability to keep accurate and appropriate staff records

Desirable

  • Ability to produce brief reports including numerical information
  • Knowledge of medical terminology

Further Training

Desirable

  • Knowledge of ESR and PALMS

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Sheffield Teaching Hospitals NHS Foundation Trust

Address

Northern General Hospital

Herries Road

Sheffield

S5 7AU


Employer's website

https://www.sth.nhs.uk (Opens in a new tab)

Employer details

Employer name

Sheffield Teaching Hospitals NHS Foundation Trust

Address

Northern General Hospital

Herries Road

Sheffield

S5 7AU


Employer's website

https://www.sth.nhs.uk (Opens in a new tab)

For questions about the job, contact:

Operational Business Manager

Laura Hollingsworth

laura.hollingsworth@nhs.net

01143078157

Date posted

11 May 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year pa/ pro rata for part time staff

Contract

Permanent

Working pattern

Full-time

Reference number

190-5196-DIR

Job locations

Northern General Hospital

Herries Road

Sheffield

S5 7AU


Supporting documents

Privacy notice

Sheffield Teaching Hospitals NHS Foundation Trust's privacy notice (opens in a new tab)