Job summary
The post holder will provide a Personal Assistant function to the Head of Nursing and General Manager for Acute Paediatrics Services, alongside administrative and secretarial support to other member of the Divisional Management Team.
Main duties of the job
The post holder will co-ordinate a key series of divisional management operational meetings by providing papers, taking minutes and the booking of rooms and hospitality as required. The post holder should take responsibility for a full range of duties and all administrative and organisational tasks on an on-going basis. The post holder is expected to maintain complete confidentiality at all times and to represent the Division in an efficient and courteous manner and contribute to the Divisional, Trust and national target achievement.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
Key Result Areas & Performance:
- Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Management
- Maintain the electronic diary for the HoN and GM, using independent judgement to make necessary revisions and liaising with all relevant parties.
- Organise refreshments/catering as and when
- Act as a filter mechanism for all communication and personal contacts. Using judgement, tact and diplomacy ensure that problems and issues are referred on to the appropriate
- To be responsible for maintaining and updating office systems including
- Deal personally with a wide variety of enquires, taking direct action, briefing relevant managers and ensuring further action
- Draft papers and electronic correspondence
- Manage the incoming mail, paper and electronic, use initiative to reply to correspondence where appropriate and referring
- Operate a bring forward system and take autonomous action in chasing outstanding
Job description
Job responsibilities
Key Result Areas & Performance:
- Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Management
- Maintain the electronic diary for the HoN and GM, using independent judgement to make necessary revisions and liaising with all relevant parties.
- Organise refreshments/catering as and when
- Act as a filter mechanism for all communication and personal contacts. Using judgement, tact and diplomacy ensure that problems and issues are referred on to the appropriate
- To be responsible for maintaining and updating office systems including
- Deal personally with a wide variety of enquires, taking direct action, briefing relevant managers and ensuring further action
- Draft papers and electronic correspondence
- Manage the incoming mail, paper and electronic, use initiative to reply to correspondence where appropriate and referring
- Operate a bring forward system and take autonomous action in chasing outstanding
Person Specification
Qualifications
Essential
- Be qualified to NVQ 3 level or equivalent experience
Experience
Essential
- Detailed knowledge of administrative processes within an office environment, significant experience of working within an administrative role with Personal Assistant or similar responsibilities
Desirable
- Healthcare environment experience
Knowledge & Skills
Essential
- Excellent communication and inter-personal skills. High level of IT literacy, good working knowledge of Microsoft Excel, Word and PowerPoint. Demonstrates willingness to update skills in accordance with the needs of the service. Experience of inputting information into databases. Be able to work autonomously for and on behalf of the Division.
Personal Qualities
Essential
- Ability to use own initiative. Displays a calm, professional manner under pressure. Willingness to adapt to changing work patterns.
Person Specification
Qualifications
Essential
- Be qualified to NVQ 3 level or equivalent experience
Experience
Essential
- Detailed knowledge of administrative processes within an office environment, significant experience of working within an administrative role with Personal Assistant or similar responsibilities
Desirable
- Healthcare environment experience
Knowledge & Skills
Essential
- Excellent communication and inter-personal skills. High level of IT literacy, good working knowledge of Microsoft Excel, Word and PowerPoint. Demonstrates willingness to update skills in accordance with the needs of the service. Experience of inputting information into databases. Be able to work autonomously for and on behalf of the Division.
Personal Qualities
Essential
- Ability to use own initiative. Displays a calm, professional manner under pressure. Willingness to adapt to changing work patterns.
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
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).
