Job summary
Job Title: Personal Assistant to the Executive Directors
Hours per week: 37.5
Secondment 12 Months
Salary: £28,407 - £34,581 per annum
Closing Date: 19 April 2024
Interview Date: 3rd May 2024
Highly motivated, experienced Personal Assistant required to work within Trust HQ team of PAs providing professional support to the Executive Directors of George Eliot Hospital NHS Trust.
An opportunity has arisen for a highly motivated individual to join Trust HQ's team of PAs in providing professional support to the Executive Directors of George Eliot Hospital NHS Trust.
The post holder should possess a minimum of 5 years' experience as a senior level PA and have excellent minute-taking, organisational and multi-tasking skills, a high level of competency in using Microsoft Office and the ability to work under pressure, prioritising multiple workloads and meeting deadlines.
This post may close early due to high numbers of applicationsso 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 expertiseand enjoy the opportunities to make a difference every day.
#JoinTeamEliot
Main duties of the job
Full details provided in Job Description
Specific duties will include agenda preparation, minute taking, minute production, diary management, preparation of reports, arranging of internal/external meetings, arranging travel and accommodation, daily management of general office duties and project work/information gathering.
Therefore, excellent time management, prioritisation and organisational skills are required. Self- motivation and a good attendance record are essential.
Previous experience of working in the NHS is desirable but not essential.
About us
George Eliot 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
We offer a range of impressive benefits which include but are not limited to: a final salary pension scheme, 27 days minimum annual leave plus 8 bank holidays, cycle to work scheme, flexible working, on-site nursery, white goods scheme, staff awards, buying and selling annual leave, on site bus stop.
Job description
Job responsibilities
Manage the Chief Officer diary, taking responsibility for prioritising commitments, arranging meetings,events and courses, nominating alternative representatives where necessary and compiling backgroundinformation as required.
Be the first point of contact for all visitors to the Chief Officers office, prioritising and dealing with queriesand calls in a sensitive and professional manner, arranging appropriate hospitality where required.
Use own initiative to resolve problems and undertake analysis/investigative project work on behalf of theChief Officer, including following up enquiries and obtaining information from other Chief Officers.
Specific duties will include agenda preparation, minute taking, minute production, diary management, preparation of reports, arranging of internal/external meetings, arranging travel and accommodation, daily management of general office duties and project work/information gathering.
Job description
Job responsibilities
Manage the Chief Officer diary, taking responsibility for prioritising commitments, arranging meetings,events and courses, nominating alternative representatives where necessary and compiling backgroundinformation as required.
Be the first point of contact for all visitors to the Chief Officers office, prioritising and dealing with queriesand calls in a sensitive and professional manner, arranging appropriate hospitality where required.
Use own initiative to resolve problems and undertake analysis/investigative project work on behalf of theChief Officer, including following up enquiries and obtaining information from other Chief Officers.
Specific duties will include agenda preparation, minute taking, minute production, diary management, preparation of reports, arranging of internal/external meetings, arranging travel and accommodation, daily management of general office duties and project work/information gathering.
Person Specification
Qualifications and Professional Training
Essential
- GCSE Grade C or equivalent in English Language
- Appropriate Secretarial qualification or equivalent (Executive PA Diploma is desirable)
- OCR (Formally RSA 3) or equivalent
- Audio typing, Shorthand/ Speed writing, Minute taking
- IT - experience in Windows software packages: Word, Outlook, PowerPoint
Experience and Knowledge
Essential
- At least 5 years-experience and proven ability in a senior PA role to a Board Member or very Senior Manager
- Proven ability to prioritise workload and use own initiative
- Demonstrate ability to undertake projects, analysis, fact finding and administrative actions
- Track record of providing effective personal assistance to a Chief Officer or very senior manager, enabling objectives to be achieved within agreed timescales
- Ability to analyse and interpret information to produce clear accurate reports
- Evidence of excellent time management, prioritisation and organisational skills
- High levels of minute taking experience required from action notes to Board standard
Skills and Abilities
Essential
- Well-developed interpersonal and communication skills
- Tenacious with the ability to work in a busy, challenging environment, whilst meeting agreed deadlines
- Ability to relate to staff at all levels in the organisation, demonstrating excellent customer care skills
- Good telephone manner
- Attention to detail
- Ability to produce accurate minutes of meetings
- Proven experience of prioritising work and meeting deadlines
- Ability to use initiative, judgement to critically analyse and resolve problems, seeking advice/assistance, where appropriate
- Ability to recognise the importance, confidentiality and sensitivity of issues and act with the utmost discretion
Personal Qualities
Essential
- Demonstrate ability to work as a team member and support colleagues
- Confident and self-motivated with ability to use own initiative
- Trustworthy and capable of demonstrating exemplary standards of confidentiality
- Reliable and committed to the achievement of agreed objectives and activities
- Able to work flexibly to ensure tasks are completed within agreed timescales and to meet the needs of the service
- Good attendance and time keeping record
Person Specification
Qualifications and Professional Training
Essential
- GCSE Grade C or equivalent in English Language
- Appropriate Secretarial qualification or equivalent (Executive PA Diploma is desirable)
- OCR (Formally RSA 3) or equivalent
- Audio typing, Shorthand/ Speed writing, Minute taking
- IT - experience in Windows software packages: Word, Outlook, PowerPoint
Experience and Knowledge
Essential
- At least 5 years-experience and proven ability in a senior PA role to a Board Member or very Senior Manager
- Proven ability to prioritise workload and use own initiative
- Demonstrate ability to undertake projects, analysis, fact finding and administrative actions
- Track record of providing effective personal assistance to a Chief Officer or very senior manager, enabling objectives to be achieved within agreed timescales
- Ability to analyse and interpret information to produce clear accurate reports
- Evidence of excellent time management, prioritisation and organisational skills
- High levels of minute taking experience required from action notes to Board standard
Skills and Abilities
Essential
- Well-developed interpersonal and communication skills
- Tenacious with the ability to work in a busy, challenging environment, whilst meeting agreed deadlines
- Ability to relate to staff at all levels in the organisation, demonstrating excellent customer care skills
- Good telephone manner
- Attention to detail
- Ability to produce accurate minutes of meetings
- Proven experience of prioritising work and meeting deadlines
- Ability to use initiative, judgement to critically analyse and resolve problems, seeking advice/assistance, where appropriate
- Ability to recognise the importance, confidentiality and sensitivity of issues and act with the utmost discretion
Personal Qualities
Essential
- Demonstrate ability to work as a team member and support colleagues
- Confident and self-motivated with ability to use own initiative
- Trustworthy and capable of demonstrating exemplary standards of confidentiality
- Reliable and committed to the achievement of agreed objectives and activities
- Able to work flexibly to ensure tasks are completed within agreed timescales and to meet the needs of the service
- Good attendance and time keeping record
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).
