The Royal Wolverhampton NHS Trust

Personal Assistant

Information:

This job is now closed

Job summary

The Royal Wolverhampton NHS Trust are looking for a personal assistant to join our team in the Ophthalmology Directorate. If you are a motivated and enthusiastic administrator, with experience of providing support at a senior level, we have an exciting opportunity for you.

We are looking for a personal assistant to the Group Manager & Clinical Director. This role will require high levels of confidentiality, attention to detail and the ability to work in a fast moving, and sometimes highly pressurised environment.

Applicants must have the ability to work on their own initiative, with little supervision, but at the same time play an integral role in the wider admin team, as well as offering support to colleagues, and others, where required. Experience of minute taking is essential.

Main duties of the job

To provide a comprehensive and efficient personal assistant service to the Clinical Director and Group Manager.

The post holder should have excellent organisational skills, be able to communicate with all levels of staff and demonstrate a significant level of initiative within broad procedural guidelines.

About us

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

Details

Date posted

16 October 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

225-DIV1-5681856

Job locations

A33, Ophthalmology Directorate

Wednesfield Road

Wolverhampton

WV10 0QP


Job description

Job responsibilities

To provide a comprehensive Personal Assistant service to the Clinical Director, Group Manager, and wider Management Team including the maintenance of diary, arranging appointments and meetings etc and administrative support for general issues.

To deal efficiently with all incoming correspondence and in the preparation of correspondence, making decisions and taking independent action as and when required of the highest professional standard.

To deal positively and promptly with internal and external enquiries both telephone and personal liaising with staff as appropriate, making decisions and taking independent action where appropriate.

To produce accurate and high-quality typewritten material from longhand using a word processor/computer.

To be responsible for incoming mail for the Clinical Director, Group Manager, delegating as necessary and bringing it and other relevant matters to the timely attention of the appropriate person.

To act as secretary to formal Directorate Meetings and other meetings as required, preparing agendas, typing and distributing the minutes, typing any documents and keeping all files accurate and up to date, ensuring minutes reflect Critical care requirements.

To organise and manage efficient filing systems both paper and electronic in line with the Directorate Communication Strategy.

To operate a pro-active bring-forward system; ensuring papers are available as needed.

To undertake clerical duties including filing, photocopying, faxing.

Communication

To support the team in providing external and internal communication to all parties involved in the Ophthalmology Directorate, bringing relevant issue to the attention of the Clinical Director, Group Manager and wider Ophthalmology Team.

To maintain efficient and effective lines of communication between departments and workcolleagues.

General

To work in a flexible manner to meet the needs of the service and prioritise tasks to efficiently manage the workload.

To co-ordinate leave forms and maintain the database.

To assist with the organisation and delivery of events.

To attend such training as deemed appropriate to fulfil this post.

To maintain confidentiality and security of information at all times.

To carry out responsibilities with due regard to the Trusts Health and Safety Policies and to be familiar with the policies and procedures governing the working environment.

To comply in accordance with all Trust policies and procedures.

To participate in the Directorates appraisal system.

To provide cover where appropriate for colleagues as required.

To undertake work delegated from the Governance Co-ordinator.

Job description

Job responsibilities

To provide a comprehensive Personal Assistant service to the Clinical Director, Group Manager, and wider Management Team including the maintenance of diary, arranging appointments and meetings etc and administrative support for general issues.

To deal efficiently with all incoming correspondence and in the preparation of correspondence, making decisions and taking independent action as and when required of the highest professional standard.

To deal positively and promptly with internal and external enquiries both telephone and personal liaising with staff as appropriate, making decisions and taking independent action where appropriate.

To produce accurate and high-quality typewritten material from longhand using a word processor/computer.

To be responsible for incoming mail for the Clinical Director, Group Manager, delegating as necessary and bringing it and other relevant matters to the timely attention of the appropriate person.

To act as secretary to formal Directorate Meetings and other meetings as required, preparing agendas, typing and distributing the minutes, typing any documents and keeping all files accurate and up to date, ensuring minutes reflect Critical care requirements.

To organise and manage efficient filing systems both paper and electronic in line with the Directorate Communication Strategy.

To operate a pro-active bring-forward system; ensuring papers are available as needed.

To undertake clerical duties including filing, photocopying, faxing.

Communication

To support the team in providing external and internal communication to all parties involved in the Ophthalmology Directorate, bringing relevant issue to the attention of the Clinical Director, Group Manager and wider Ophthalmology Team.

To maintain efficient and effective lines of communication between departments and workcolleagues.

General

To work in a flexible manner to meet the needs of the service and prioritise tasks to efficiently manage the workload.

To co-ordinate leave forms and maintain the database.

To assist with the organisation and delivery of events.

To attend such training as deemed appropriate to fulfil this post.

To maintain confidentiality and security of information at all times.

To carry out responsibilities with due regard to the Trusts Health and Safety Policies and to be familiar with the policies and procedures governing the working environment.

To comply in accordance with all Trust policies and procedures.

To participate in the Directorates appraisal system.

To provide cover where appropriate for colleagues as required.

To undertake work delegated from the Governance Co-ordinator.

Person Specification

Qualifications

Essential

  • NVQ 3 plus specialist knowledge to Diploma level / Diploma Level qualification
  • At least RSA II or equivalent experience

Desirable

  • Previous administration experience in Health care setting
  • Previous secretarial experience
  • Personal assistant background
Person Specification

Qualifications

Essential

  • NVQ 3 plus specialist knowledge to Diploma level / Diploma Level qualification
  • At least RSA II or equivalent experience

Desirable

  • Previous administration experience in Health care setting
  • Previous secretarial experience
  • Personal assistant background

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

The Royal Wolverhampton NHS Trust

Address

A33, Ophthalmology Directorate

Wednesfield Road

Wolverhampton

WV10 0QP


Employer's website

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

Employer details

Employer name

The Royal Wolverhampton NHS Trust

Address

A33, Ophthalmology Directorate

Wednesfield Road

Wolverhampton

WV10 0QP


Employer's website

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

Employer contact details

For questions about the job, contact:

Business Administrator

Louise Duhamel

louise.duhamel@nhs.net

01902307999

Details

Date posted

16 October 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

225-DIV1-5681856

Job locations

A33, Ophthalmology Directorate

Wednesfield Road

Wolverhampton

WV10 0QP


Supporting documents

Privacy notice

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