Job summary
An exciting opportunity has arisen for a Personal Assistant to work within our Trust for the Theatre Directorate. Reporting to the Clinical Services Manager for Theatres, Anaesthetics, HDU, POAC and ADCU, the post-holder will provide comprehensive secretarial and administrative support to the Clinical Services Manager, whilst also supporting the Matrons for Division 2.
Please note, any applicant who has previously applied for this role within the last 6 months, need not apply again.
Also please note that this job vacancy may close before the advertised closing date if a sufficient number of applications are received. To ensure your application is considered and to avoid disappointment, we advise submitting your application as soon as possible.
Main duties of the job
Applicants must be conversant with the Microsoft Office suite, have RSA III or equivalent typing qualification and have excellent written and oral communication skills. The role includes organisation of office systems including maintaining correspondence logs, electronic diaries and bring forward systems, and ensuring deadlines are met and papers available as required.
This is a highly demanding role involving analysing and dealing with complex and highly confidential issues, handling internal and external relationships and requires good organisational skills and the ability to work in an unsupervised capacity.
About us
The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.
Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.
The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.
We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.
The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.
If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.
Job description
Job responsibilities
PROFESSIONAL
1. Provision of confidential professional secretarial and administrative support including:-Management of diary appointments and provision of supportingdocumentation.-Organisation and arrangement of meetings.-Ensure bring forward and filing systems are kept up to date.-To act as point of enquiry for the senior managers and Matron.-Receiving incoming calls and dealing with as appropriate for and onbehalf of the senior managers and Matron.-Liaising with internal and external colleagues for and on behalf of thedirectors and senior managers and Matron.-Opening and prioritising correspondence and initiating appropriateaction where necessary.-Opening and actioning emails as required.-Organising travel arrangements as necessary.-To undertake audio-typing and copy typing as required.-To produce all types of correspondence including letters, reports,Directorate Group papers, etc.
2. Ordering stationery for the department.
3. To maintain knowledge and skills in office technology and undertake training as necessary.
4. To undertake any other responsibilities suitable to the role as directed by the directorate manager.
PEOPLE MANAGEMENT
1. To organise and administer annual appraisals for staff line managed by the Directorate Manger and Matron and to ensure all relevant paperwork is produced and circulated prior to each appraisal.
2. To work closely with the Human Resources department in recruitment,termination and other staffing processes as required.
COMMUNICATION AND WORKING RELATIONSHIPS
To communicate with the Directorate Manager, Matrons and theatremanagers on a daily basis.
ANALYTICAL AND JUDGEMENT RESPONSIBILITIES
To be able to use judgement when organising and arranging meetings to prioritise where able.
PLANNING AND ORGANISATIONAL SKILLS
Management of diary appointments and provision of supporting documentation.
To organise, administer and act as secretary to the directorate group meetings, to include preparation and circulation of agendas and papers, attendance at meetingsand taking minutes.
For a detailed job description and a list of the main responsibilities, please see the attached job description document.
Job description
Job responsibilities
PROFESSIONAL
1. Provision of confidential professional secretarial and administrative support including:-Management of diary appointments and provision of supportingdocumentation.-Organisation and arrangement of meetings.-Ensure bring forward and filing systems are kept up to date.-To act as point of enquiry for the senior managers and Matron.-Receiving incoming calls and dealing with as appropriate for and onbehalf of the senior managers and Matron.-Liaising with internal and external colleagues for and on behalf of thedirectors and senior managers and Matron.-Opening and prioritising correspondence and initiating appropriateaction where necessary.-Opening and actioning emails as required.-Organising travel arrangements as necessary.-To undertake audio-typing and copy typing as required.-To produce all types of correspondence including letters, reports,Directorate Group papers, etc.
2. Ordering stationery for the department.
3. To maintain knowledge and skills in office technology and undertake training as necessary.
4. To undertake any other responsibilities suitable to the role as directed by the directorate manager.
PEOPLE MANAGEMENT
1. To organise and administer annual appraisals for staff line managed by the Directorate Manger and Matron and to ensure all relevant paperwork is produced and circulated prior to each appraisal.
2. To work closely with the Human Resources department in recruitment,termination and other staffing processes as required.
COMMUNICATION AND WORKING RELATIONSHIPS
To communicate with the Directorate Manager, Matrons and theatremanagers on a daily basis.
ANALYTICAL AND JUDGEMENT RESPONSIBILITIES
To be able to use judgement when organising and arranging meetings to prioritise where able.
PLANNING AND ORGANISATIONAL SKILLS
Management of diary appointments and provision of supporting documentation.
To organise, administer and act as secretary to the directorate group meetings, to include preparation and circulation of agendas and papers, attendance at meetingsand taking minutes.
For a detailed job description and a list of the main responsibilities, please see the attached job description document.
Person Specification
Qualifications
Essential
- NVQ/RSA Level 3 or an equivalent level of knowledge.
- Good level of general education including English Language and Mathematics to GCSE grade C or above (or equivalent qualification).
Skills/Experience
Essential
- Significant experience of a confidential personal assistant role at senior management level
- Experience in minute-taking.
- Proficient in Microsoft Office and Outlook, including high level proficiency in word processing.
Personal Qualities
Essential
- Proven organisational skills, including ability to work to changing priorities and deadlines.
- Accuracy and attention to detail
- Good team member and independent worker
Other Job Requirement
Essential
- Flexible working approach
- Self-motivation and initiative.
Person Specification
Qualifications
Essential
- NVQ/RSA Level 3 or an equivalent level of knowledge.
- Good level of general education including English Language and Mathematics to GCSE grade C or above (or equivalent qualification).
Skills/Experience
Essential
- Significant experience of a confidential personal assistant role at senior management level
- Experience in minute-taking.
- Proficient in Microsoft Office and Outlook, including high level proficiency in word processing.
Personal Qualities
Essential
- Proven organisational skills, including ability to work to changing priorities and deadlines.
- Accuracy and attention to detail
- Good team member and independent worker
Other Job Requirement
Essential
- Flexible working approach
- Self-motivation and initiative.
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.
Employer details
Employer name
The Royal Orthopaedic Hospital NHS Foundation Trust
Address
The Royal Orthopaedic Hospital NHS Foundation Trust
Bristol Road South
Northfield
B31 2AP
Employer's website
https://www.roh.nhs.uk/ (Opens in a new tab)
