Personal Assistant Division of Women & Children's, Band 4

Job description

Job responsibilities

- The ability to recall information and not forget tasks.

- Required to sit for long periods when taking minutes in meetings and computer work.

- Combination of sitting, walking, standing, lifting files/word processing, inputting, filing.

- Manage own time effectively.

- Regular concentration required for transcribing minutes, audio tape work, with frequent interruptions.

- Regularly talk to staff on the telephone or in person to decide whether I can sort out their inquiry or whether they need to speak to the Divisional Leadership Team or someone else or make an appointment for them.

This post is the person to ensure that the most senior leadership team in the Division of Women & Childrens is able to function in the most efficient and effective way by supporting all administrative functions to them. From office management through to wellbeing considerations, this post is vitally important to supporting the delivery of safe and quality patient care.

Person Specification

Qualifications

Essential

• Educated to GCSE grade C or above (or equivalent) for literacy and numeracy
• Educated to Diploma/Degree level or Aspiration to Study

Experience

Essential

• Proven experience in administration management demonstrating insight and the ability to motivate others.
• Experience of being a secretary.
• Knowledge and experience of Microsoft Office packages including Word, Outlook and Excel and good IT ability to ensure proficient use of hospital computer systems
• Enhanced IT skills
• Good organisational and communication skills.

Desirable

• Experience of managing staff.
• Able to use Trust IT systems

Knowledge, Skills, Abilities

Essential

• To provide full secretarial and administrative support to the Division including using initiative to prepare drafts of correspondence and reports, maintain diary and appointments, arrange meetings and visits and take messages using own initiative at times.
• To prepare agendas and minute all meetings as required by the division wherever they are held in the Trust and ensure that decisions made at these meetings are actioned satisfactorily including putting the minutes on the Intranet as required
• Ensure the Division receives appropriate mail and messages and that these are dealt with in an efficient and timely way by recording, diverting, tracking and prioritising them
• Lead on a range of projects which support the Divisional Leadership team
• To manage the filing system and keep records as required both paper and electronic, including a bring forward system and regularly disposing of outdated or unnecessary information
• To co-ordinate and maintain leave/sickness records for the staff directly managed by the Division
• To utilise procurement systems for the Division
• Monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced as necessary
• Co-ordinate the collation of information into spreadsheets which requires comprehension of the information collected and putting them into a format so that the required analysis can take place for decisions to be made.
• Responsible for the management of own time with the minimum of supervision, using initiative. Also provide ad hoc training in IT skills for staff within the department.

Qualities

Essential

• Enthusiastic and self-aware
• Creative and Flexible
• Resilient under pressure
• Team focused
• Reliable, Adaptable and Dependable

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

Gloucestershire Hospitals NHS Foundation Trust

Address

Gloucestershire Hospitals NHS Foundation Trust

Gloucester

GL1 3NN

Employer's website

https://www.gloshospitals.nhs.uk/ (Opens in a new tab)