Job summary
An exciting opportunity has arisen for two Personal Assistants to join the Integrated Geriatric and Stroke Medicine Directorate.
The successful applicants will be dynamic hard-working, and enthusiastic. Have excellent written and verbal communication skills, be proficient in Microsoft IT packages, work well under pressure and possess excellent time management and organisational skills.
Opportunity one:
PA to Matrons, Stroke Nurse Consultant and Stroke Integrated Pathway Manager, based at the Royal Hallamshire Hospital (with some cross-site coverage)
Opportunity two:
PA to CCA Deputy Nurse Director & NGH Matrons, based at the Northern General Hospital (with some cross-site cover).
Main duties of the job
To manage the office and all functions led from that office.
To prioritise and manage own workload and to have determination and resilience in meeting objectives and deadlines and maintaining a fast pace of work.
To manage diaries and e-mail inboxes 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.
To be the first contact point for external and internal parties, coordinating queries, and responses to ensure that enquiries are dealt with in a timely, efficient, tactful, professional, and courteous manner.
To deal with telephone enquiries from both internal (members of staff) and external (patients, relatives, other organisations, and shareholders) parties.
To prepare documents for external and internal distribution working to very tight deadlines and when required compile correspondence for signature on own initiative. This will include personally initiating replies and drafting responses.
To produce regular, routine information and reports under direction.
About us
Integrated Geriatric and Stroke Medicine (IGSM) is one of three Directorates within the Combined Community and Acute (CCA) Care Group. The Directorate includes three areas:
- Geriatric Medicine
- Stroke Medicine (Acute and Rehabilitation)
- Intermediate Care Beds
Working with colleagues across these multi-disciplinary teams, you will ensure that the highest quality patient care is delivered, ensuring robust and resilient administrative processes are in place.
You will be working for an organisation which values and respects all 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.
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
- (Role 1 & 2) RSA III / OCR III Typing (or equivalent)
- (Role 1 & 2) GCSE level (or equivalent) at grade C/4 or above in English and Maths
- (Role 1 & 2) Educated to Diploma Level 4 or NVQ Level 3 plus other additional knowledge/training e.g ECDL or equivalent experience
Desirable
- (Role 1 & 2) Evidence of professional or personal development
- (Role 1 & 2) Management Qualification / experience
Experience
Essential
- (Role 1 & 2) Relevant PA and secretarial experience
- (Role 1 & 2) Experience of working with multi-disciplinary teams
- (Role 1 & 2) Good and proven knowledge of secretarial and administrative procedures in a large organisation
- (Role 1 & 2) Experience of minute taking
- (Role 1 & 2) Experience of Microsoft office packages especially Outlook, Word, Excel, PowerPoint and OneNote
Desirable
- (Role 1 & 2 ) Experience of providing PA experience to senior managers within the NHS
- (Role 1 & 2 ) Experience of staff management
Further Training
Desirable
- (Role 1 & 2) Knowledge of ESR and PALMS
Special Skills /Attributes
Essential
- (Role 1 & 2) Ability to work fast and efficiently
- (Role 1 & 2) Ability to work as part of a team
- (Role 1 & 2) Ability to be flexible and sensitive and able to cope with the changing needs of the role
- (Role 1 & 2) Excellent organisational skills
- (Role 1 & 2) Good verbal communication skills
- (Role 1 & 2) Good written communication skills including the ability to present information in a clear manner.
- (Role 1 & 2) Ability to prioritise effectively, including when working to tight deadlines
- (Role 1 & 2) Ability to deal effectively with conflict and to minimise its escalation
- (Role 1 & 2) Ability to solve problems
- (Role 1 & 2) Competent to interpret numerical information
- (Role 1 & 2) Ability to keep accurate and appropriate staff records
- (Role 1 & 2) Ability to work independently with minimal supervision.
Desirable
- (Role 1 & 2) Knowledge of medical terminology
- (Role 1 & 2) Ability to produce brief reports including numerical information.
Person Specification
Qualifications
Essential
- (Role 1 & 2) RSA III / OCR III Typing (or equivalent)
- (Role 1 & 2) GCSE level (or equivalent) at grade C/4 or above in English and Maths
- (Role 1 & 2) Educated to Diploma Level 4 or NVQ Level 3 plus other additional knowledge/training e.g ECDL or equivalent experience
Desirable
- (Role 1 & 2) Evidence of professional or personal development
- (Role 1 & 2) Management Qualification / experience
Experience
Essential
- (Role 1 & 2) Relevant PA and secretarial experience
- (Role 1 & 2) Experience of working with multi-disciplinary teams
- (Role 1 & 2) Good and proven knowledge of secretarial and administrative procedures in a large organisation
- (Role 1 & 2) Experience of minute taking
- (Role 1 & 2) Experience of Microsoft office packages especially Outlook, Word, Excel, PowerPoint and OneNote
Desirable
- (Role 1 & 2 ) Experience of providing PA experience to senior managers within the NHS
- (Role 1 & 2 ) Experience of staff management
Further Training
Desirable
- (Role 1 & 2) Knowledge of ESR and PALMS
Special Skills /Attributes
Essential
- (Role 1 & 2) Ability to work fast and efficiently
- (Role 1 & 2) Ability to work as part of a team
- (Role 1 & 2) Ability to be flexible and sensitive and able to cope with the changing needs of the role
- (Role 1 & 2) Excellent organisational skills
- (Role 1 & 2) Good verbal communication skills
- (Role 1 & 2) Good written communication skills including the ability to present information in a clear manner.
- (Role 1 & 2) Ability to prioritise effectively, including when working to tight deadlines
- (Role 1 & 2) Ability to deal effectively with conflict and to minimise its escalation
- (Role 1 & 2) Ability to solve problems
- (Role 1 & 2) Competent to interpret numerical information
- (Role 1 & 2) Ability to keep accurate and appropriate staff records
- (Role 1 & 2) Ability to work independently with minimal supervision.
Desirable
- (Role 1 & 2) Knowledge of medical terminology
- (Role 1 & 2) Ability to produce brief reports including numerical 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).
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).
