Job summary
An exciting opportunity has arisen for a conscientious, enthusiastic, highly motivated and organized Personal Assistant to join the Norfolk and Waveney Urology Service.
Our team are spread across three sites, Norfolk and Norwich University Hospital, The Queen Elizabeth Hospital King's Lynn, and James Paget Hospital Great Yarmouth. This role will be based at the Norfolk and Norwich hospital. Urology is a busy and innovative specialty which treats problems of the urinary system and the genitourinary tract. Our Urologists diagnose and treat disorders of the kidneys, ureters, bladders, and prostate.
The candidate for this role will work with an array of colleagues across both clinical and non-clinical functions.
Main duties of the job
The post holder will provide comprehensive secretarial service to the Urology Operational Manager, Urology Matron, and Urology Service Director. The successful candidate will also support the wider specialty with administrative support as required.
Wider elements of the role will involve assisting with recruitment across the Directorate, coordinating and minuting meetings, and payroll including tracking and submitting requests for overtime across the Division.
To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate NNUH's 'PRIDE' values of People focused, Respect, Integrity, Dedication and Excellence and demonstrate behaviours that support and encourage an inclusive culture.
Please don't hesitate to reach out for an informal chat about the role!
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
- Dealing and being confident with telephone enquiries from staff within the Trust, and the Norfolk & Waveney Urology Services in a timely and courteous manner, providing advice, information and guidance as required. Being able to cope with all types of people in very different emotional dispositions and with a high level of tact and diplomacy.
- Organise recurrent and ad hoc meetings for the management team and prepare material, produce agendas, meet and liaise with visitors if required, regularly minute monthly meetings and other meetings on request. Distribute minutes accordingly.
- To minute disciplinary hearings where required and file as necessary.
- Deal with and action, where appropriate, incoming mail to the Operational Manager, including email and telephone.
- Maintain a full PA service to the Operational Manager and Matron.
- Provide a first point of contact between the hospital, patients, other Trust staff and staff outside of the hospital, with the Operational Manager.
- To maintain the Operational Managers electronic calendar and arrange their appointments accordingly, along with room bookings and liaising with other staff involved.
- To manage the Operational Managers e-mails, responding on their behalf where appropriate and within a timely manner to ensure deadlines are met
- To liaise with the Team Leads to ensure that all paperwork is completed according to Trust guidelines in relation to overtime payments and to ensure that these are summarised and forwarded for payment in a timely fashion. To deal with any subsequent queries from staff relating to pay.
Please see the attached job description for full details.
Job description
Job responsibilities
- Dealing and being confident with telephone enquiries from staff within the Trust, and the Norfolk & Waveney Urology Services in a timely and courteous manner, providing advice, information and guidance as required. Being able to cope with all types of people in very different emotional dispositions and with a high level of tact and diplomacy.
- Organise recurrent and ad hoc meetings for the management team and prepare material, produce agendas, meet and liaise with visitors if required, regularly minute monthly meetings and other meetings on request. Distribute minutes accordingly.
- To minute disciplinary hearings where required and file as necessary.
- Deal with and action, where appropriate, incoming mail to the Operational Manager, including email and telephone.
- Maintain a full PA service to the Operational Manager and Matron.
- Provide a first point of contact between the hospital, patients, other Trust staff and staff outside of the hospital, with the Operational Manager.
- To maintain the Operational Managers electronic calendar and arrange their appointments accordingly, along with room bookings and liaising with other staff involved.
- To manage the Operational Managers e-mails, responding on their behalf where appropriate and within a timely manner to ensure deadlines are met
- To liaise with the Team Leads to ensure that all paperwork is completed according to Trust guidelines in relation to overtime payments and to ensure that these are summarised and forwarded for payment in a timely fashion. To deal with any subsequent queries from staff relating to pay.
Please see the attached job description for full details.
Person Specification
Qualifications
Essential
- RSA level 3 or equivalent
- Good general standard of literacy and numeracy
Experience
Essential
- Significant secretarial/PA experience
- Knowledge of Microsoft packages including word and excel
Experience
Essential
- Flexible -able to multi-task and prioritise
- 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
Person Specification
Qualifications
Essential
- RSA level 3 or equivalent
- Good general standard of literacy and numeracy
Experience
Essential
- Significant secretarial/PA experience
- Knowledge of Microsoft packages including word and excel
Experience
Essential
- Flexible -able to multi-task and prioritise
- 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
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).
