Job summary
An exciting opportunity has arisen for a friendly, proactive and conscientious individual to join our Research and Development team as Personal Assistant to the R&D leadership team. The ideal candidate for this role will be confident and professional in approach, remain calm under pressure, enjoy working in a patient environment, work flexibly when needed and have a clear understanding of the importance of confidentiality.
This post will be based at Foss Park Hospital, which is an acute mental health hospital providing services and delivering care to the population of York and surrounding areas. The facility is situated on the outskirts of York City Centre, just inside the ring road (North), benefits from free on-site parking and is easily accessible by car, bus and bicycle.
The Research and Development department are a Trustwide service with offices both at Foss Park Hospital and Flatts Lane Centre in Middlesbrough with key external partnerships across the Trust geography. Occasional travel will be required as part of this role.
Main duties of the job
Whilst having previous experience in a Secretarial or Personal Assistant role is essential, NHS or other health care experience is not. We are first and foremost looking for individuals with a passion for people, customer service experience, an interest in working in a health care setting and a 'can do' attitude.
In this role you will be a point of contact to and for the Research and Development Leadership Team. You will work with the wider Research and Development Team, liaise with colleagues, research participants, external partner organisations, senior managers and members of the Board. Confidence and compassion are essential attributes for this role, as are demonstrating positivity and patience to those around you.
We are looking for someone who is comfortable multi-tasking in a busy environment, someone who can communicate confidently, build strong working relationships with a variety of people, can prioritise their workload and work to deadlines.
Your duties will include, but will not be limited to the following: day-to-day planning and management of the diary/calendar, making travel bookings, answering/making telephone calls, monitoring and responding to emails, preparation for meetings, managing team social media accounts, taking and producing minutes and managing the smooth running of the Clinical Research Facility in York. Please refer to the attached job description for further information.
About us
With a starting salary of £26,530 per annum (pro rata), a generous NHS pension scheme, a fantastic annual leave package (27 days annual leave plus bank holidays) and access to other NHS staff benefits and discounts, it is fair to say that this job has a lot to offer. And, it's not just theNHS pay scaleand benefits that we offer that make joining our organisation an excellent choice, there are many training and development opportunities available, giving you the opportunity for career progression.
All staff have regular 1-2-1s, quarterly supervision meetings and an annual appraisal, which provides lots of opportunity for discussion around achievements, challenges and aspirations.
Staff recognition is very important to us; we work closely with colleagues from across the Trust to support development, the staff voice, and to recognise teams and individuals through our Greatix and Star Award schemes; highlighting the outstanding work being done every day.
We recognise that Administrators are professionals and are a valuable asset to our organisation. We understand that they have a key role in the support and delivery of our services and that their contribution helps us in achieving our aim of consistently providing safe and high quality care for our service users. The kind of care we would want for ourselves and for our loved ones.
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Person Specification
Education and Qualification
Essential
- Either Level 4 Diploma in Business Administration or equivalent or NVQ Level 3 in Business Administration or equivalent knowledge and experience
- Recognised secretarial qualifications - ie RSA III or equivalent.
- ITQ Level 2/ ECDL or equivalent.
- Key Skills in literacy (level 2) and numeracy (level 2)
Knowledge
Essential
- To be highly knowledgeable in administrative procedures.
- To be fully literate and able to communicate clearly complex information verbally, in legible writing and electronically in appropriate formats
- To be able to organise, plan and deliver complex activities and projects across sites and manage own workload
- To be well organised and have ability to cope with pressure.
- To be able to demonstrate development and implementation of effective administrative support and efficient communication systems.
- To be able to use a range of software packages and have knowledge of a range of IMT applications.
- To have leadership skills in the development of planning and production of events
Experience
Essential
- Can demonstrate evidence of knowledge and implementation of administrative and organisational policies and procedures.
- Can demonstrate experience of business management and working within a business administration/management post.
- Can demonstrate substantial evidence of experience in using computer based software systems and general office procedures.
- Can demonstrate significant experience of providing personal administrative and secretarial support to a senior manager.
- Experience of taking and transcribing minutes.
Desirable
- Experience of working in health care.
Skills
Essential
- Demonstrate good organisation and diary management skills to include co-ordination of meetings and associated duties.
- Work on own initiative, prioritise work and consistently meet deadlines.
Personal attributes
Essential
- To understand the importance of working within a very senior management and strategic level environment.
- To be able to demonstrate mature interpersonal skills and respond proactively to develop positive professional relationships.
- To understand the importance of flexible and team working and be able to lead team activity for both ongoing work and in short term projects.
Person Specification
Education and Qualification
Essential
- Either Level 4 Diploma in Business Administration or equivalent or NVQ Level 3 in Business Administration or equivalent knowledge and experience
- Recognised secretarial qualifications - ie RSA III or equivalent.
- ITQ Level 2/ ECDL or equivalent.
- Key Skills in literacy (level 2) and numeracy (level 2)
Knowledge
Essential
- To be highly knowledgeable in administrative procedures.
- To be fully literate and able to communicate clearly complex information verbally, in legible writing and electronically in appropriate formats
- To be able to organise, plan and deliver complex activities and projects across sites and manage own workload
- To be well organised and have ability to cope with pressure.
- To be able to demonstrate development and implementation of effective administrative support and efficient communication systems.
- To be able to use a range of software packages and have knowledge of a range of IMT applications.
- To have leadership skills in the development of planning and production of events
Experience
Essential
- Can demonstrate evidence of knowledge and implementation of administrative and organisational policies and procedures.
- Can demonstrate experience of business management and working within a business administration/management post.
- Can demonstrate substantial evidence of experience in using computer based software systems and general office procedures.
- Can demonstrate significant experience of providing personal administrative and secretarial support to a senior manager.
- Experience of taking and transcribing minutes.
Desirable
- Experience of working in health care.
Skills
Essential
- Demonstrate good organisation and diary management skills to include co-ordination of meetings and associated duties.
- Work on own initiative, prioritise work and consistently meet deadlines.
Personal attributes
Essential
- To understand the importance of working within a very senior management and strategic level environment.
- To be able to demonstrate mature interpersonal skills and respond proactively to develop positive professional relationships.
- To understand the importance of flexible and team working and be able to lead team activity for both ongoing work and in short term projects.
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).
