Job summary
An exciting opportunity has arisen in the Clinical Outcomes & Effectiveness Team at University Sussex Hospitals NHS Trust (UHSussex). We are looking for a PA to support the Director of Clinical Outcomes & Effectiveness working in a newly restructured team. You must have experience working in a similar role in a large and complex organisation.
The post holder will manage the smooth running of their office, ensuring the highest standard of business support.
Recent significant experience as a Personal Assistant in a fast paced complex environment is essential to being shortlisted. Applicants wishing to apply are encouraged to read the job description to ensure that they fully meet the criteria listed within the Person Specification.
Main duties of the job
Provide effective and efficient support to the respective Director. This will include the provision of exceptionally high standards of administrative and secretarial support to the allocated Director and supporting where appropriate theClinical Outcomes & Effectiveness Portfolio Leads and team.
This is a challenging role which requires someone with excellent organisational skills who is used to dealing with conflicting priorities.
You will have excellent verbal and written skills and the ability to communicate effectively at all levels within the organisation and with key external stakeholders. The aptitude to work on your own initiative and the ability to prioritise your work effectively, whilst handling a busy office, is essential as you will be required to manage large volumes of work with a very fast turnaround.
You will be required to prepare communications and presentations to a high standard, so an excellent working knowledge of Microsoft Office is required along with the ability to maintain high levels of confidentiality. Applicants will need to have experience of working in a busy organisation and servicing of meetings including preparing and distributing agenda papers and taking and producing accurate high quality minutes and action points.
There may be times when the role holder will be required to work at each of the main office locations of Worthing and Royal Sussex County Hospital.
About us
Join us atUHSussex, every day is different, you can be the change, better neverstops
AtUHSussexwe're proud to be at the heart of the NHS. As one of theUK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Improving lives:We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put ourPatient First.Our mission is summed up by our 'where better never stops' motto and no matter the role atUHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex.We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourwellbeing programmefor staff which is extensive and designed to support you when you need itbecausewe know that to look after others we must first look after ourselves.
Build a career with us:As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosingUHSussexyou are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that youdo.
Job description
Job responsibilities
Communication
The postholder will:-
- Be committed to working and engaging constructively with internal and external stakeholders on a range of business sensitive issues.
- Nurture key relationships and maintain networks internally and externally
- Present a professional, welcoming and helpful image to staff, other organisations, the public and press.
- Develop and maintain close collaboration and co-operation within the wider Team, working at all times to achieve set standards.
- Ensure all communication is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, in the absence of the Director.
- Type correspondence, reports and other documents to a high standard and with due respect for confidentiality and corporate style being highly proficient with Microsoft Office, including Word, PowerPoint and Excel.
Analytical and Practical Judgement
The postholder will:-
- Provide, receive and analyse sensitive, complex and contentious information and make judgements based on the information.
- Deal with complex enquiries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. On occasions, this may involve handling a caller who is upset or aggressive.
- Undertake specific project and ad hoc work on behalf of the Director of Clinical Outcomes & Effectiveness as required.
Planning and Organising
The postholder will:-
- Manage the complexities of the coordinating and prioritising meetings and ensuring that there is effective communication to all relevant parties including other colleagues in the wider Team. To make all the necessary arrangements including travel.
- Maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up action and giving position statements prior to meetings taking place.
- Manage communications as requested by the Director. To distribute mail for action, prepare draft responses, follow up action and make a record of any action taken.
- Regularly prepare agendas, distribute papers and minute meetings. Take responsibility for executive meetings as required, including the preparation of a forward agenda plan, following up matters arising and ensuring actions are completed in a timely manner.
- Maintain efficient forward planning and follow up systems, ensuring that responses are received and deadlines met.
- Help provide cover for colleagues during periods of absence and annual leave.
Policy and Service Development
The postholder will:-
- Develop and implement plans, processes and internal policies to ensure that the wider Team conforms to the requirements of relevant legislation.
People Management & Development
The postholder will:-
- Ensure that HR and payroll-related processes and schedules are followed at all time This includes the notification of staff changes, leavers and absence information for the assigned Director. Ensure robust processes are in place for the management of staff annual leave and oversight responsibilities.
- Undertake the administration of the Trac system for recruitment purposes i.e. shortlisting processes/setting up interviews and progressing the Trac system in a timely fashion on behalf of the Director
- Undertake the amendments on Healthroster, ensuring all bank duties are assigned and maintaining the administration for the staff that the Director currently line manages
Learning & Development
- Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process
- Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Job description
Job responsibilities
Communication
The postholder will:-
- Be committed to working and engaging constructively with internal and external stakeholders on a range of business sensitive issues.
- Nurture key relationships and maintain networks internally and externally
- Present a professional, welcoming and helpful image to staff, other organisations, the public and press.
- Develop and maintain close collaboration and co-operation within the wider Team, working at all times to achieve set standards.
- Ensure all communication is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, in the absence of the Director.
- Type correspondence, reports and other documents to a high standard and with due respect for confidentiality and corporate style being highly proficient with Microsoft Office, including Word, PowerPoint and Excel.
Analytical and Practical Judgement
The postholder will:-
- Provide, receive and analyse sensitive, complex and contentious information and make judgements based on the information.
- Deal with complex enquiries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. On occasions, this may involve handling a caller who is upset or aggressive.
- Undertake specific project and ad hoc work on behalf of the Director of Clinical Outcomes & Effectiveness as required.
Planning and Organising
The postholder will:-
- Manage the complexities of the coordinating and prioritising meetings and ensuring that there is effective communication to all relevant parties including other colleagues in the wider Team. To make all the necessary arrangements including travel.
- Maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up action and giving position statements prior to meetings taking place.
- Manage communications as requested by the Director. To distribute mail for action, prepare draft responses, follow up action and make a record of any action taken.
- Regularly prepare agendas, distribute papers and minute meetings. Take responsibility for executive meetings as required, including the preparation of a forward agenda plan, following up matters arising and ensuring actions are completed in a timely manner.
- Maintain efficient forward planning and follow up systems, ensuring that responses are received and deadlines met.
- Help provide cover for colleagues during periods of absence and annual leave.
Policy and Service Development
The postholder will:-
- Develop and implement plans, processes and internal policies to ensure that the wider Team conforms to the requirements of relevant legislation.
People Management & Development
The postholder will:-
- Ensure that HR and payroll-related processes and schedules are followed at all time This includes the notification of staff changes, leavers and absence information for the assigned Director. Ensure robust processes are in place for the management of staff annual leave and oversight responsibilities.
- Undertake the administration of the Trac system for recruitment purposes i.e. shortlisting processes/setting up interviews and progressing the Trac system in a timely fashion on behalf of the Director
- Undertake the amendments on Healthroster, ensuring all bank duties are assigned and maintaining the administration for the staff that the Director currently line manages
Learning & Development
- Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process
- Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Person Specification
Essential
Essential
- 1)Recent substantial experience of working as a Personal Assistant
- 2)High level skills in administration and personal assistant skills
- 3)Excellent written and verbal communication skills
- 4)Proficient in the use of Microsoft Office i.e. Word, Excel, Powerpoint and Outlook
Person Specification
Essential
Essential
- 1)Recent substantial experience of working as a Personal Assistant
- 2)High level skills in administration and personal assistant skills
- 3)Excellent written and verbal communication skills
- 4)Proficient in the use of Microsoft Office i.e. Word, Excel, Powerpoint and Outlook
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).
