Job summary
PA to Directorate of Surgery
37.50 Per week
Permanent
£25,147-£27,596 per annum
Closing Date: 5th October 2023
Interview Date: 16th October 2023
A fantastic opportunity has arisen within the Surgical Directorate at George Eliot NHS Trust. We are looking for a dynamic and enthusiastic person to join our team, in supporting our Directorate Leadership Team by delivering a high quality secretarial and administrative service.
Please note candidates are required to present original certificates for qualifications at interview stage, as well as all forms of identification as requested.
This post may close early due to high numbers of applications so you are advised to apply promptly.
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
#JoinTeamEliot
Main duties of the job
Working as part of a small team the post holder must exercise initiative to organise their own workload within defined deadlines facilitating a efficient and effective service ensuring the administrative requirements of the Surgical Leadership team are well met.
Some of the key elements are:-
To organise meetings both on MS Teams and Outlook for physical and virtual meetings which may involve co-ordinating the diaries of a number of senior staff from both inside and outside of the Trust.
Use and maintain administrative systems/databases/reports/ action logs.
To maintain information systems to support the Directorate Leadership Team, such as circulation lists, regular meeting dates and venues, medical annual leave records.
About us
Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
Effective Open Communication
excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits:On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, on-site discounted gym, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Job description
Job responsibilities
- Manage the Triumvirate diaries, taking responsibility for prioritising commitments, arranging meetings, events and courses, nominating alternative representatives where necessary and compiling background information as required.
- Be a point of contact for the Directorate, prioritising and dealing with queries and calls in a sensitive and professional manner, arranging appropriate hospitality where required.
- Review all post received for the Triumvirate, prioritising and bringing key correspondence to their attention. Producing draft responses for approval/signature or forwarding to the most appropriate person/department for action.
- Deal with difficult and challenging situations by telephone and face to face, ensuring appropriate information is sensitively communicated
- Initiate delegation of any urgent matters in the absence of the Triumvirate. Ensuring these matters are expedited and the appropriate level of urgency is attached to the responses.
- Ensure that exemplary standards of confidentiality are maintained at all times in line with Data Protection Act, Caldicott Principles and in line with the Freedom of Information Act. Including preparation of internal staff confidential documents.
- Inform staff, public and patients, in an appropriate and understandable fashion, the management structures within the Trust in general and, more specifically, within the portfolio of the Directorate of Surgery.
Please see the attached the Job Description and Person Specification for further key duties and responsibilities.
Please ensure your application demonstrates with examples how your previous experiences meet the person specification in relation to the job description.
Job description
Job responsibilities
- Manage the Triumvirate diaries, taking responsibility for prioritising commitments, arranging meetings, events and courses, nominating alternative representatives where necessary and compiling background information as required.
- Be a point of contact for the Directorate, prioritising and dealing with queries and calls in a sensitive and professional manner, arranging appropriate hospitality where required.
- Review all post received for the Triumvirate, prioritising and bringing key correspondence to their attention. Producing draft responses for approval/signature or forwarding to the most appropriate person/department for action.
- Deal with difficult and challenging situations by telephone and face to face, ensuring appropriate information is sensitively communicated
- Initiate delegation of any urgent matters in the absence of the Triumvirate. Ensuring these matters are expedited and the appropriate level of urgency is attached to the responses.
- Ensure that exemplary standards of confidentiality are maintained at all times in line with Data Protection Act, Caldicott Principles and in line with the Freedom of Information Act. Including preparation of internal staff confidential documents.
- Inform staff, public and patients, in an appropriate and understandable fashion, the management structures within the Trust in general and, more specifically, within the portfolio of the Directorate of Surgery.
Please see the attached the Job Description and Person Specification for further key duties and responsibilities.
Please ensure your application demonstrates with examples how your previous experiences meet the person specification in relation to the job description.
Person Specification
Qualification(s) and Professional Training
Essential
- oGCSE 'O' Level standard for Maths and English or equivalent
- oLevel 3 Qualification in Admin eg., working towards Business Administration NVQ3 qualification or
- oRSA 3
Experience and Knowledge
Essential
- oRelevant administrative experience
- oExperienced user of MS Office, particularly Word, Excel and Outlook
- oCompetent internet user
- oMinute taking as action notes - not transcription
- oWorking within a secure and confidential environment.
Desirable
- oExperience of working in the public sector, preferably within the NHS
Skills and Abilities
Essential
- oAbility to manage and prioritise own work.
- oAble to work on own initiative with minimal supervision.
- oAble to use initiative and make decisions when necessary.
- oAbility to liaise with staff at all levels - both internally and externally.
- oAble to develop excellent working relationships both internally and externally.
- oExcellent orqanisation skills.
- oAbility to work under pressure, to tight deadlines
- oClear verbal communicator/excellent telephone manner
- oAble to cope well when under pressure from competing priorities, unpredictable requests and interruptions
- oProfessional manner and approach at all times
Desirable
- oEnthusiastic and motivated
- oProactive, creative, and resourceful
Personal Qualities
Essential
- oEffective communicator
- oFlexible and innovative
- oFriendly and co-operative
- oAttentive to detail
- oTeam player
Other
Essential
- A commitment to Equal Opportunities
Trust Values
Essential
- Effective open communication
- Excellence and safety in all that we do
- Challenge but support
- Expect respect and dignity
- Local healthcare that inspires confidence
Person Specification
Qualification(s) and Professional Training
Essential
- oGCSE 'O' Level standard for Maths and English or equivalent
- oLevel 3 Qualification in Admin eg., working towards Business Administration NVQ3 qualification or
- oRSA 3
Experience and Knowledge
Essential
- oRelevant administrative experience
- oExperienced user of MS Office, particularly Word, Excel and Outlook
- oCompetent internet user
- oMinute taking as action notes - not transcription
- oWorking within a secure and confidential environment.
Desirable
- oExperience of working in the public sector, preferably within the NHS
Skills and Abilities
Essential
- oAbility to manage and prioritise own work.
- oAble to work on own initiative with minimal supervision.
- oAble to use initiative and make decisions when necessary.
- oAbility to liaise with staff at all levels - both internally and externally.
- oAble to develop excellent working relationships both internally and externally.
- oExcellent orqanisation skills.
- oAbility to work under pressure, to tight deadlines
- oClear verbal communicator/excellent telephone manner
- oAble to cope well when under pressure from competing priorities, unpredictable requests and interruptions
- oProfessional manner and approach at all times
Desirable
- oEnthusiastic and motivated
- oProactive, creative, and resourceful
Personal Qualities
Essential
- oEffective communicator
- oFlexible and innovative
- oFriendly and co-operative
- oAttentive to detail
- oTeam player
Other
Essential
- A commitment to Equal Opportunities
Trust Values
Essential
- Effective open communication
- Excellence and safety in all that we do
- Challenge but support
- Expect respect and dignity
- Local healthcare that inspires confidence
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).
