Job summary
Band 4Personal Assistant - Medicine DivisionFull time 30 hours per weekPermanent contract
An exciting opportunity has arisen for an enthusiastic individual to join our friendly team within the Division of Medicine.
You will be PA to the Associate Divisional Director for Medicine and Urgent Care and the Clinical Director of Medicine. You will also provide PA support the Medicine Operational team to ensure all clerical duties are performed to a high standard. You will work closely with senior clinical, nursing and management during this role. As such, the ideal candidate will have a flexible approach to their work in order to respond to changing priorities, and have the ability to work under pressure.
We are looking for an individual who has excellent communication skills, proactive and self-motivated.
Flexible working and hours will be considered for this role.
Main duties of the job
To work autonomously to provide expert administrative and secretarial support to the Associate Divisional Director for Medicine and Urgent Care and the Clinical Director of Medicine. This will include prioritising workload, managing electronic diaries, dealing with office correspondence, arranging and administrating agendas for meetings, minute taking, general typing and dealing with all enquiries.
About us
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children.Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
- Safety
- Care
- Respect
- Communication
- Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+& Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
Job description
Job responsibilities
Main Duties:
- Provide a comprehensive, high quality secretarial service including typing letters, minutes, reports and other routine correspondence often of a confidential or sensitive nature, using own initiative.
- Responsibility for requesting quotations, placing and receipting of electronic procurement orders using ELF, NHS Supply chain, Clares Stationary etc.
- Produce documents; charts, tables, databases etc., by use of Microsoft Office packages, e.g. Word, Excel, Access, PowerPoint and Outlook.
- To be responsible for the proactive, accurate management of the electronic diary system. This will include responding to meeting requests from other parties, setting up meetings internally & externally ensuring that all planned activities are practical and co-ordinated at all times considering objectives and geographical implications. This will require frequent forward planning, excellent communication, and attention to detail, lateral thinking, diplomacy and perseverance.
- To organise multi-disciplinary and management meetings including booking of an appropriate venue, agenda production and typing & distribution of formal minutes/action logs.
- To manage an efficient, confidential and robust bring forward system.
- Work on own initiative to manage and prioritise clerical tasks to ensure the effective and efficient running of the department.
- Demonstrate exemplary levels of communication and interpersonal skills when dealing with a wide range of NHS staff and external agencies/organisations; using own judgement, tact and discretion to ensure telephone enquiries are actioned or re-directed appropriately. This can often include issues of a confidential or contentious nature.
- To co-ordinate incoming correspondence, dealing with routine and non-routine issues using own initiative, and only refer when necessary.
- Co-ordinate activities such as conferences, workshops and seminars, and ensure that an appropriate venue is booked, equipped appropriately and all delegates needs are met on the day.
- Prioritise own workload to meet deadlines and demands of the service.
- Ensure the maintenance of accurate and efficient filing systems, including both paper and computerised systems ensuring strict confidentiality of client/staff identifiable information.
- Assist patients and public in a sensitive and caring manner.
- To undertake any other duty as requested by your supervisor / manager which is appropriate to the grade to ensure the smooth running of the department
Knowledge and Skills
- Competent use of Microsoft packages (Outlook, Word, Excel, PowerPoint and Publisher).
- Advanced typing skills ensuring accuracy and speed.
- Experience of electronic diary management and ability to use own judgement to resolve diary scheduling conflicts.
- To have good interpersonal skills and to communicate effectively.
- Take responsibility for their own personal development and agree objectives in discussion with line manager.
- Maintain own personal development portfolio.
Effort and Environment
- Light physical effort will be required, with frequent requirement for sitting whilst undertaking prolonged periods of computer and digital audio transcription work on a daily basis.
- High levels of concentration required when report writing, word processing, transcription of minutes with frequent interruptions or other interventions which must be dealt with.
- Flexibility to respond to changes in word priorities as well as emerging needs and requirements in the post.
- Ensure appropriate waste management is carried out.
Job description
Job responsibilities
Main Duties:
- Provide a comprehensive, high quality secretarial service including typing letters, minutes, reports and other routine correspondence often of a confidential or sensitive nature, using own initiative.
- Responsibility for requesting quotations, placing and receipting of electronic procurement orders using ELF, NHS Supply chain, Clares Stationary etc.
- Produce documents; charts, tables, databases etc., by use of Microsoft Office packages, e.g. Word, Excel, Access, PowerPoint and Outlook.
- To be responsible for the proactive, accurate management of the electronic diary system. This will include responding to meeting requests from other parties, setting up meetings internally & externally ensuring that all planned activities are practical and co-ordinated at all times considering objectives and geographical implications. This will require frequent forward planning, excellent communication, and attention to detail, lateral thinking, diplomacy and perseverance.
- To organise multi-disciplinary and management meetings including booking of an appropriate venue, agenda production and typing & distribution of formal minutes/action logs.
- To manage an efficient, confidential and robust bring forward system.
- Work on own initiative to manage and prioritise clerical tasks to ensure the effective and efficient running of the department.
- Demonstrate exemplary levels of communication and interpersonal skills when dealing with a wide range of NHS staff and external agencies/organisations; using own judgement, tact and discretion to ensure telephone enquiries are actioned or re-directed appropriately. This can often include issues of a confidential or contentious nature.
- To co-ordinate incoming correspondence, dealing with routine and non-routine issues using own initiative, and only refer when necessary.
- Co-ordinate activities such as conferences, workshops and seminars, and ensure that an appropriate venue is booked, equipped appropriately and all delegates needs are met on the day.
- Prioritise own workload to meet deadlines and demands of the service.
- Ensure the maintenance of accurate and efficient filing systems, including both paper and computerised systems ensuring strict confidentiality of client/staff identifiable information.
- Assist patients and public in a sensitive and caring manner.
- To undertake any other duty as requested by your supervisor / manager which is appropriate to the grade to ensure the smooth running of the department
Knowledge and Skills
- Competent use of Microsoft packages (Outlook, Word, Excel, PowerPoint and Publisher).
- Advanced typing skills ensuring accuracy and speed.
- Experience of electronic diary management and ability to use own judgement to resolve diary scheduling conflicts.
- To have good interpersonal skills and to communicate effectively.
- Take responsibility for their own personal development and agree objectives in discussion with line manager.
- Maintain own personal development portfolio.
Effort and Environment
- Light physical effort will be required, with frequent requirement for sitting whilst undertaking prolonged periods of computer and digital audio transcription work on a daily basis.
- High levels of concentration required when report writing, word processing, transcription of minutes with frequent interruptions or other interventions which must be dealt with.
- Flexibility to respond to changes in word priorities as well as emerging needs and requirements in the post.
- Ensure appropriate waste management is carried out.
Person Specification
Qualifications
Essential
- Good standard GCSE or equivalent
- NVQ/RSAIII or equivalent level of competency
Desirable
Experience
Essential
- Previous experience as a PA/Secretary
- Working as part of a team
Desirable
Skills
Essential
- Excellent communication skills (writte) and ability to construct clear, grammatically correct high standard of presentation
- Able to manage own workload and respond to unpredictable situations
- Attention to detail
Personal Attributes
Essential
- Adaptable and flexible approach to working
- Confident dealing with a range of people both internal and external
- Ability to work to tight deadlines
Desirable
- Commitment to personal development
Person Specification
Qualifications
Essential
- Good standard GCSE or equivalent
- NVQ/RSAIII or equivalent level of competency
Desirable
Experience
Essential
- Previous experience as a PA/Secretary
- Working as part of a team
Desirable
Skills
Essential
- Excellent communication skills (writte) and ability to construct clear, grammatically correct high standard of presentation
- Able to manage own workload and respond to unpredictable situations
- Attention to detail
Personal Attributes
Essential
- Adaptable and flexible approach to working
- Confident dealing with a range of people both internal and external
- Ability to work to tight deadlines
Desirable
- Commitment to personal development
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).
