Job summary
This is an exciting opportunity for an experienced, motivated and highly competent Personal Assistant to assist the Chief Information Officer (CIO).
The successful candidate will work as an integral part of the team. You will need to have a flexible approach to your duties, be able to use your own initiative, prioritise workloads and meet deadlines in an ever changing, pressurised environment.
You will need to have a good eye for detail and an engaging, pleasant and professional manner to engage with a range of stakeholders. A key element of the role will be efficient diary and email management and arranging corporate and external meetings..
We are looking for someone who has a good understanding of the organisation, the ability to prioritise constantly changing workloads and who can act on their own initiative.
- Interview Date: 29 January 2024
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37 hours 30 minutes/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
Duties include, but not limited to, diary management, meeting organisation, liaising with departments across the Trust and external organisations. You will demonstrate secretarial experience, be able to work efficiently and prioritise your work without direct supervision. Some minute taking will be required.
Organising visits, meetings and managing the standard directorate requirements will be routine and you will have regular contact with the Executive Team and other senior staff.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
Detailed job description and main responsibilities
- To provide a comprehensive PA and administrative service for the Chief Information Officer (CIO) ensuring optimal standards of efficiency, professionalism, responsiveness and confidentiality at all times.
- Make decisions and take action on some matters of non-routine nature on behalf of the CIO.
- Liaise with other departments, networks, Trusts and external organisations
- To organise and plan the diary and ensure the timely delivery of agendas, minutes and reports behalf of the CIO and network senior management/executive team
- Produce reports and data to tight deadlines in response to need
- To manage other activities and staff as required by the CIO
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
Detailed job description and main responsibilities
- To provide a comprehensive PA and administrative service for the Chief Information Officer (CIO) ensuring optimal standards of efficiency, professionalism, responsiveness and confidentiality at all times.
- Make decisions and take action on some matters of non-routine nature on behalf of the CIO.
- Liaise with other departments, networks, Trusts and external organisations
- To organise and plan the diary and ensure the timely delivery of agendas, minutes and reports behalf of the CIO and network senior management/executive team
- Produce reports and data to tight deadlines in response to need
- To manage other activities and staff as required by the CIO
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
Qualifications & Education
Essential
- GCSE English Language and Mathematics at grade C or above (or equivalent qualification / experience)
- RSA 3 or equivalent qualification / experience
Desirable
- NVQ Level II / III in Business Administration
Knowledge & Experience
Essential
- Extensive experience as secretary/administrator to degree-level equivalent.
- Previous experience at Directorate / Departmental / Commercial, experience at a senior management level.
- Significant experience of working with Microsoft Office applications
- Communicate effectively with staff within all levels of the organisation and the general public
- Experience of working within the NHS and or technology function
- Possess general understanding of digital technologies including digital applications, IT Infrastructure, project management, data and analytics and champions digital innovation.
- Awareness of cyber security and audit procedures (Data Security & Protection Toolkit)
Desirable
- Good working knowledge of spreadsheet and database packages
- Experience of working with stakeholders would be an advantage
Skills & Abilities
Essential
- Excellent communication skills written and oral
- Able to successfully prioritise own work and respond to deadlines
- Ability to forward plan and take initiative
- Problem solving skills
- Interpersonal skills to work with different personalities and styles of working
- Able to build trusted stakeholder relationships
- Expert skills using MS 365 toolset (Word, PP, Excel, Outlook, MS Notes).
Desirable
- Skilled in using social media
Person Specification
Qualifications & Education
Essential
- GCSE English Language and Mathematics at grade C or above (or equivalent qualification / experience)
- RSA 3 or equivalent qualification / experience
Desirable
- NVQ Level II / III in Business Administration
Knowledge & Experience
Essential
- Extensive experience as secretary/administrator to degree-level equivalent.
- Previous experience at Directorate / Departmental / Commercial, experience at a senior management level.
- Significant experience of working with Microsoft Office applications
- Communicate effectively with staff within all levels of the organisation and the general public
- Experience of working within the NHS and or technology function
- Possess general understanding of digital technologies including digital applications, IT Infrastructure, project management, data and analytics and champions digital innovation.
- Awareness of cyber security and audit procedures (Data Security & Protection Toolkit)
Desirable
- Good working knowledge of spreadsheet and database packages
- Experience of working with stakeholders would be an advantage
Skills & Abilities
Essential
- Excellent communication skills written and oral
- Able to successfully prioritise own work and respond to deadlines
- Ability to forward plan and take initiative
- Problem solving skills
- Interpersonal skills to work with different personalities and styles of working
- Able to build trusted stakeholder relationships
- Expert skills using MS 365 toolset (Word, PP, Excel, Outlook, MS Notes).
Desirable
- Skilled in using social media
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).
