Job summary
An
exciting opportunity has arisen to join the Business Support Team at Leeds
Health and Care Academy. This is a part-time role, providing an efficient and
comprehensive diary management service to the Director of Leeds Health and
Care Academy.
You
will play an important role in ensuring the Director has everything they need
to manage their time effectively and efficiently.
You
will have excellent communication skills, networking and building
relationships with both internal and external stakeholders as well as
identifying opportunities for collaboration.
You will be comfortable communicating with a range of stakeholders
across the health and care sector, including senior leaders of partner
organisations.
In
return we offer a warm welcome to our supportive and friendly working
environment, with flexibility to support your work-life balance, as well as the
wider benefits that come from employment within the NHS.
Expected Shortlisting Date: 18 June 2024
Planned Interview
Date: 25 June 2024
Main duties of the job
You
will lead on diary management, so should be proficient in Microsoft packages
including Outlook, and must be confident in challenging appropriately and seeking
information to establish the importance of differing requirements. You will
need to be able to work autonomously, adjusting focus as needed to respond to
shifting priorities.
You
will report to the Academy's Business Development Manager, and be part of a
matrix Business Support team.
We
are looking for someone who can work flexible, with good attention to detail
and forward planning skills.
About us
We
work on behalf of the entire Leeds health and care sector. Our partners
include the Leeds NHS Trusts, Leeds City Council, the ICB in Leeds and the
citys colleges and universities, as well as third and independent sector
organisations. We are hosted by Leeds Teaching Hospitals Trust.
Our
purpose is to create better integration of the health and social care
workforce in Leeds and realise the potential of our One Workforce through
planning, delivering, and learning together.
Leeds
Teaching Hospitals is committed to our process of redeploying 'at risk'
members of our existing workforce to new roles. As such, all our job adverts
are subject to this policy and we reserve the right to close, delay or remove
adverts while this process is completed. If you do experience a delay in the
shortlisting stage of the recruitment cycle, please bear with us while this
process is completed, and contact the named contact if you have any
questions.
Job description
Job responsibilities
Main
duties of the role:
Planning of the Directors diary,
developing a high-level understanding of key Academy and stakeholder
priorities and ensuring efficient and appropriate use of the Directors time.
Managing the day-to-day electronic
diary for the Director, including arranging and changing appointments,
prioritising these as appropriate - adapting quickly to changes to ensure
smooth and effective use of the Directors capacity.
Exercise judgment and flexibility
in managing potential conflicting diary issues in a tactful and sensitive
manner, being conscious of Academy priorities.
Ensuring key colleagues in the
wider organisation are informed of upcoming stakeholder meetings as appropriate.
Ensure the Director receives
relevant papers and briefings in a timely manner, so that they have
sufficient time to absorb the content and provide any feedback prior to their
meetings.
Co-ordinating and booking all
travel and accommodation arrangements as well as booking meeting rooms as
necessary.
Act as the initial point of contact
for external stakeholders, handling all queries and passing on relevant
information to appropriate team members sensitively and autonomously.
Undertake general administrative
tasks including printing, photocopying, scanning, and maintaining hard and
soft filing systems - ensuring information is secure and accessible to other
team members in line with GDPR standards.
Develop and implement changes to
and/or new processes to support the effective running of the Directors
office and across the Academy.
Working with the Business
Development Manager, identify opportunities for networking and engagement
with partners and potential collaborators.
Process expenses and invoices as
required, following the relevant processes for documenting expenditure.
Provide administrative support to
the rest of the Academy as required, working in an agile and matrix way.
Job description
Job responsibilities
Main
duties of the role:
Planning of the Directors diary,
developing a high-level understanding of key Academy and stakeholder
priorities and ensuring efficient and appropriate use of the Directors time.
Managing the day-to-day electronic
diary for the Director, including arranging and changing appointments,
prioritising these as appropriate - adapting quickly to changes to ensure
smooth and effective use of the Directors capacity.
Exercise judgment and flexibility
in managing potential conflicting diary issues in a tactful and sensitive
manner, being conscious of Academy priorities.
Ensuring key colleagues in the
wider organisation are informed of upcoming stakeholder meetings as appropriate.
Ensure the Director receives
relevant papers and briefings in a timely manner, so that they have
sufficient time to absorb the content and provide any feedback prior to their
meetings.
Co-ordinating and booking all
travel and accommodation arrangements as well as booking meeting rooms as
necessary.
Act as the initial point of contact
for external stakeholders, handling all queries and passing on relevant
information to appropriate team members sensitively and autonomously.
Undertake general administrative
tasks including printing, photocopying, scanning, and maintaining hard and
soft filing systems - ensuring information is secure and accessible to other
team members in line with GDPR standards.
Develop and implement changes to
and/or new processes to support the effective running of the Directors
office and across the Academy.
Working with the Business
Development Manager, identify opportunities for networking and engagement
with partners and potential collaborators.
Process expenses and invoices as
required, following the relevant processes for documenting expenditure.
Provide administrative support to
the rest of the Academy as required, working in an agile and matrix way.
Person Specification
Experience
Essential
- Experience of organising and servicing meetings
- Experience of dealing with people at all levels within and external to a large organisation
- MS Office application experience
- Secretarial and administrative processes and practices
- Well-developed knowledge and experience of using information systems, software applications and office equipment
- Understand and adhere to data protection, confidentiality and copyright laws
Desirable
- Diary management experience
- Experience in a health and care environment
Qualifications
Essential
- GCSE (or equivalent) English Language - Grade C or above; or demonstrable equivalent ability
- Excellent MS Word, Excel, Outlook and PowerPoint skills
- A commitment to self-improvement and professional development
Skills & Behaviours
Essential
- Effective communication skills, verbal and written.
- Ability to prioritise and organise workload consisting of a variety of tasks and deadlines, achieving required deadlines
- Ability to work collaboratively, leading with influence when needed
- Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels,
- Professional attitude to work
- To support and sustain the Academy's practice with efficient administrative protocols, processes and procedures, in line with service needs.
- Continually monitor, review and, where appropriate, suggest changes to improve the working practices and systems
- Demonstrate integrity and respect confidentiality.
Desirable
- Ability to adapt to change of circumstances
Person Specification
Experience
Essential
- Experience of organising and servicing meetings
- Experience of dealing with people at all levels within and external to a large organisation
- MS Office application experience
- Secretarial and administrative processes and practices
- Well-developed knowledge and experience of using information systems, software applications and office equipment
- Understand and adhere to data protection, confidentiality and copyright laws
Desirable
- Diary management experience
- Experience in a health and care environment
Qualifications
Essential
- GCSE (or equivalent) English Language - Grade C or above; or demonstrable equivalent ability
- Excellent MS Word, Excel, Outlook and PowerPoint skills
- A commitment to self-improvement and professional development
Skills & Behaviours
Essential
- Effective communication skills, verbal and written.
- Ability to prioritise and organise workload consisting of a variety of tasks and deadlines, achieving required deadlines
- Ability to work collaboratively, leading with influence when needed
- Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels,
- Professional attitude to work
- To support and sustain the Academy's practice with efficient administrative protocols, processes and procedures, in line with service needs.
- Continually monitor, review and, where appropriate, suggest changes to improve the working practices and systems
- Demonstrate integrity and respect confidentiality.
Desirable
- Ability to adapt to change of circumstances
