Job summary
To provide confidential Personal Administration support to the Education, Learning & Staff Development Director. To provide efficient, comprehensive and high-quality general administration cover and support for the Operational Team and wider department. To provide supervisory responsibility to the administration team within the department.
The Learning, Education & Development (LED) department oversees a range of education,training and development activities to meet the needs of students and staff across theTrust, which includes multiple projects, some of which are hosted on behalf of otherorganisations.
Main duties of the job
To provide a comprehensive and confidential administrative and secretarial service to the LED Director, including the production to a high standard of correspondence, reports and presentation materials.
Organise briefings, meetings, training and other events as required for projects and programmes, including finding and booking venues and equipment, and providing the necessary documentation, creating presentations, performance data, project management documentation, updating job descriptions and taking minutes, notes, etc.
To have full responsibility for efficiently managing the diary of the LED Director (and administrative cover for deputies) exercising judgement and discretion when identifying priorities in order to maximise the use of time.
To arrange meetings including preparation and issuing of agendas and associated documents. Take, transcribe and distribute minutes at both formal and informal meetings, following up action points as agreed. To ensure the LED Director is appropriately prepared with papers and briefing material prior to meeting attendance.
To demonstrate excellent customer service skills with the ability to communicate at all levels with staff, visitors and external organisations.
Maintain staff information data and documentation, including ESR, with regard to mandatory training, leave, sickness, study etc, on behalf of the LED Director.
About us
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.
This vacancy is advertised on a fixed term contract basis for the maximum period of 12 months. Where there is potential, the secondment/fixed term contract may finish early, or in the first instance, the secondment/fixed term contract may be extended due to the internal/external secondment of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and secondments in relation to the substantive post holder.
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
Education and Qualifications
Essential
- 5 GCSEs grade C/4 or above, including English and maths.
- Relevant IT qualification or demonstrable knowledge, expertise and experience in using Microsoft Office packages: a combination of Word, Excel, Power Point, Publisher and Teams
- 2 A-levels or NVQ level 3 or above in Business Administration (or a relevant subject) or equivalent experience
Desirable
- Evidence of continuing Professional Development
Experience
Essential
- Significant demonstrable experience of working in a PA role to senior managers / secretarial experience, including administrating and servicing meetings, scheduling papers and resources and minute-taking
- Experience and understanding of clerical and administrative procedures within a large organisation, including high-level diary management and prioritisation
- Experience of designing, providing and collating information for presentations and reports
- Experience of working in fast passed office environments with changing priorities and demanding workloads
Desirable
- Experience of high-level communications including negotiation and influencing skills
Skills and Knowledge
Essential
- Ability to deal with issues on a day-to-day basis; multi-tasking and troubleshooting, using own initiative to solve problems
- Knowledge of learning education and development to pro-actively develop working relationships with providers and stakeholders including staff networks
- Ability to use project management skills to support the organisation and delivery of projects within the department, such as conferences, events and service improvements
- Knowledge of the education agenda to effectively and efficiently manage the workload and priorities for the Education, Learning & Staff Development Director and wider team
- Ability to organise briefings, meetings, training and other events as required for projects and programmes, including finding and booking venues and equipment, and providing the necessary documentation, creating presentations, performance data and project management documentation
- Knowledge of secretarial and administrative procedures and systems and ability to create and deliver nonroutine processes in line with service needs
- Ability to use negotiation skills to meet cost targets with external providers to meet budgets
- Demonstrated ability to effectively use specialist functional, medical, or legal terminology in a healthcare education setting, with evidence of understanding and applying these terms accurately in correspondence and communications
- Knowledge and experience to deal with non-routine issues such as problem solving for an area of work or developing alternative or additional procedures or new ways of working
- Knowledge or organisational policies and procedures
- Ability to work on own initiative, work independently/as part of a team and have high interpersonal skills
- A willingness to undertake training as required to deliver the duties of the post
- Recognise the need to maintain strict confidentiality
- Ability to present a professional image and build relationships with a range of professionals both within and outside of the organisation (verbal and written)
- Excellent written and verbal communication skills, including familiarity with taking and referring questions and queries, and presenting information in a clear and coherent manner
- Enthusiastic and highly motivated with a professional and proactive attitude to work, and good team ethic
- Excellent organisational skills and the ability to prioritise effectively when working to tight deadlines and under pressure
- Ability to communicate and develop rapport with staff at all levels within and outside of the organisation (both verbal and written)
Personal Qualities
Essential
- Be highly organised and efficient
- Able to work pro-actively using own initiative
- Be self-aware and able to ask questions to clarify own understanding
- Confidentiality, sensitivity, empathy, and tact
Person Specification
Education and Qualifications
Essential
- 5 GCSEs grade C/4 or above, including English and maths.
- Relevant IT qualification or demonstrable knowledge, expertise and experience in using Microsoft Office packages: a combination of Word, Excel, Power Point, Publisher and Teams
- 2 A-levels or NVQ level 3 or above in Business Administration (or a relevant subject) or equivalent experience
Desirable
- Evidence of continuing Professional Development
Experience
Essential
- Significant demonstrable experience of working in a PA role to senior managers / secretarial experience, including administrating and servicing meetings, scheduling papers and resources and minute-taking
- Experience and understanding of clerical and administrative procedures within a large organisation, including high-level diary management and prioritisation
- Experience of designing, providing and collating information for presentations and reports
- Experience of working in fast passed office environments with changing priorities and demanding workloads
Desirable
- Experience of high-level communications including negotiation and influencing skills
Skills and Knowledge
Essential
- Ability to deal with issues on a day-to-day basis; multi-tasking and troubleshooting, using own initiative to solve problems
- Knowledge of learning education and development to pro-actively develop working relationships with providers and stakeholders including staff networks
- Ability to use project management skills to support the organisation and delivery of projects within the department, such as conferences, events and service improvements
- Knowledge of the education agenda to effectively and efficiently manage the workload and priorities for the Education, Learning & Staff Development Director and wider team
- Ability to organise briefings, meetings, training and other events as required for projects and programmes, including finding and booking venues and equipment, and providing the necessary documentation, creating presentations, performance data and project management documentation
- Knowledge of secretarial and administrative procedures and systems and ability to create and deliver nonroutine processes in line with service needs
- Ability to use negotiation skills to meet cost targets with external providers to meet budgets
- Demonstrated ability to effectively use specialist functional, medical, or legal terminology in a healthcare education setting, with evidence of understanding and applying these terms accurately in correspondence and communications
- Knowledge and experience to deal with non-routine issues such as problem solving for an area of work or developing alternative or additional procedures or new ways of working
- Knowledge or organisational policies and procedures
- Ability to work on own initiative, work independently/as part of a team and have high interpersonal skills
- A willingness to undertake training as required to deliver the duties of the post
- Recognise the need to maintain strict confidentiality
- Ability to present a professional image and build relationships with a range of professionals both within and outside of the organisation (verbal and written)
- Excellent written and verbal communication skills, including familiarity with taking and referring questions and queries, and presenting information in a clear and coherent manner
- Enthusiastic and highly motivated with a professional and proactive attitude to work, and good team ethic
- Excellent organisational skills and the ability to prioritise effectively when working to tight deadlines and under pressure
- Ability to communicate and develop rapport with staff at all levels within and outside of the organisation (both verbal and written)
Personal Qualities
Essential
- Be highly organised and efficient
- Able to work pro-actively using own initiative
- Be self-aware and able to ask questions to clarify own understanding
- Confidentiality, sensitivity, empathy, and tact
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).
Employer details
Employer name
Sheffield Teaching Hospitals NHS Foundation Trust
Address
Rivermead Training Centre, Northern General Hospital
Herries Road
Sheffield
S5 7AU
Employer's website
https://www.sth.nhs.uk (Opens in a new tab)
