Job summary
Are you ready for:
- A new challenge?
- To shape the future?
- An exceptional opportunity?
Norfolk and Norwich University Hospitals NHS Foundation Trust is seeking to recruit an enthusiastic and innovative Divisional Personal Assistant within the Medical Division to support the Medicine Division Triumvirate.
Our aim is to ensure every patient receives high quality, safe and responsive care irrespective of their age, social status and/or the time of day, day of the week that they access our services.
Applicants will require exceptional organisational skills, comprehensive personal assistant skills, strong relationship management skills, and an ability to manage/ prioritize multiple requests and demands. You will be passionate about developing and coordinating process improvements and effective ways of working for the department.
The post holder will be in a unique position to respond to the needs of the Divisional Triumvirate providing excellent organisational support to ensure there is an efficient and pro-active response to the key challenges and deadlines for the division.
It is a really exciting time to join the Medicine division; if you're driven, ambitious and looking for a new challenge, we would love to hear from you - apply today!
Main duties of the job
Provide comprehensive administrative and Personal Assistant support to the Chief of Division, Divisional Operational Director and Divisional Nursing Director and other relevant senior staff within the Division.
Management of diaries/electronic diaries, co-ordination of meetings, drafting correspondence, photocopying and filing and use of the Electronic Staff Record (ESR) as required. Manage records of PDPs and annual leave for Senior Nurses, Admin Managers and other staff as required by the Operational Manager.
Responsible for the provision of a routine level of HR support to the Medical Division and compile reports as directed. Act as the central point of contact between the Division and other departments within the Trust and for Divisional staff with regards to HR matters and provide information accordingly. Manage the Division level Electronic Staff Record (ESR) and ensure that enquiries and ESR records are maintained and updated as required.
Liaise with and maintain strong working relationships with Senior Managers, Clinical staff, nursing and A & C staff within the Trust, as well as external agencies such as the Strategic Health Authority, Primary Care Trusts, Social Care Agencies and the Voluntary sector. Liaise with Managers/Clinical Directors/Consultants within the Directorates to ensure an effective complaints management system. Other key tasks will include managing various projects from inception to implementation.
About us
Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff!
The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.
We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity
We can offer you the full range of NHS benefits/discounts and in addition:
- Flexible working hours
- Fast Track Staff Physiotherapy Service
- Multi Faith prayer room
- Discounted gym memberships
- Excellent pension scheme and annual leave entitlement
- Wagestream - access up to 40% of your pay as you earn it
- Free Park & Ride service direct to NNUH site
- Free 24-hours confidential counselling support
- On-site Nursery
- On-site cafes offering staff discounts
- Support in career development
- Flexible staff bank
- Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Job description
Job responsibilities
- Cover the absence of other Divisional Support Administrators and Personal Assistants, and all of the associated duties and workload.
- Delegate work to the Divisional Support Assistant and plan and prioritise own workload.
- Organise initial recruitment processes and establishment processes in respect of Medical Division staff.
- Maintain and update personnel records for existing Medical Division staff, accurately recording basic changes such as working hours, name, address, bank details, and more complex changes such as maternity leave, flexible working, annual leave entitlement changes and secondments.
- Maintain accurate establishment lists and attend establishment meetings as required to ensure Divisional, Workforce and Finance records are connected.
- Act as Divisional liaison with HR, Payroll, Finance and IT regarding ESR matters.
- Manage the production and processing of ESR forms and generate agreements as required.
- Ensure that divisional ESR, data entries and other stored information is updated and accurate at all times.
- Resolve basic enquiries regarding contractual issues, for example working hours, annual leave entitlement, pro-rata pay, and escalate problems where necessary.
- Resolve routine pay and pension enquiries and escalate problems where necessary.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Job description
Job responsibilities
- Cover the absence of other Divisional Support Administrators and Personal Assistants, and all of the associated duties and workload.
- Delegate work to the Divisional Support Assistant and plan and prioritise own workload.
- Organise initial recruitment processes and establishment processes in respect of Medical Division staff.
- Maintain and update personnel records for existing Medical Division staff, accurately recording basic changes such as working hours, name, address, bank details, and more complex changes such as maternity leave, flexible working, annual leave entitlement changes and secondments.
- Maintain accurate establishment lists and attend establishment meetings as required to ensure Divisional, Workforce and Finance records are connected.
- Act as Divisional liaison with HR, Payroll, Finance and IT regarding ESR matters.
- Manage the production and processing of ESR forms and generate agreements as required.
- Ensure that divisional ESR, data entries and other stored information is updated and accurate at all times.
- Resolve basic enquiries regarding contractual issues, for example working hours, annual leave entitlement, pro-rata pay, and escalate problems where necessary.
- Resolve routine pay and pension enquiries and escalate problems where necessary.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Person Specification
Qualifications
Essential
- RSA III or equivalent significant senior experience
- High level of literacy and numeracy
Experience
Essential
- Excellent knowledge of all Microsoft Office packages and databases
- Familiar with NHS and Trust Terms and Conditions of employment
- Experience of managing complex and varied workloads
Skills
Essential
- Effective communication skills, both written and verbal
- Ability to work on own initiative and problem-solve effectively
- Complex diary management skills
- Minute taking skills
- Ability to work as part of a team in a pressurised environment, ensuring attention to detail is maintained
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
Person Specification
Qualifications
Essential
- RSA III or equivalent significant senior experience
- High level of literacy and numeracy
Experience
Essential
- Excellent knowledge of all Microsoft Office packages and databases
- Familiar with NHS and Trust Terms and Conditions of employment
- Experience of managing complex and varied workloads
Skills
Essential
- Effective communication skills, both written and verbal
- Ability to work on own initiative and problem-solve effectively
- Complex diary management skills
- Minute taking skills
- Ability to work as part of a team in a pressurised environment, ensuring attention to detail is maintained
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
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).
