University Hospitals of Leicester NHS Trust

Office manager/Executive assistant - CSI Executive Team

This job is now closed

Job summary

Job Title: Personal Assistant to the Clinical Support & Imaging (CSI) CMG Executive Team

Fixed term - 6 months

Band: Band 5 (£27,005-£32,934)

Base: Primary base will be the Glenfield Hospital however, you may be required to work in other designated locations of the Trust as well as your primary base. In particular, flexibility is required across the three main hospital sites (Leicester Royal Infirmary, Leicester General Hospital and Glenfield Hospital). If your initial location is one of these sites excess travel reimbursement would not apply for a permanent or temporary change of base.

Hours: Full Time Position (37.5 hours)

Reports to: CSI Executive Team Office Manager

Accountable to: CSI Head of Operations

With over 2,500 staff and a budget of over £150 million per annum, the Clinical Support & Imaging Clinical Management Group is proud to represent a diverse portfolio of 10 services that include allied health, medical, scientific, pharmacy, nursing, administration and management across both acute and community sites.

We have recently launched our first Community Diagnostic Centre at the Leicester General Hospital and are active participants in regional imaging and pathology networks. The overriding purpose is to support the provision of the highest quality patient care through personal actions and continuous improvement across the CSI portfolio.

Main duties of the job

This post holder will be joining a small and friendly team working together to achieve a common goal.

The role of the Office Manager is to facilitate a very high quality and continuous administrative provision to the CSI Executive team, comprising of the Clinical Director, Deputy Clinical Directors, Head of Operations, Deputy Head of Operations, Head of Nursing and Deputy Head of Nursing. As well as supporting the CMG Human Resources and Finance Leads in relation to CMG matters.

Take a proactive approach in supporting the Head of Operations, Head of Nursing and Clinical Director by anticipating their requirements, identifying matters which must be dealt with them personally and allowing them to maximise their time.
To manage complex diaries, prioritising commitments, rescheduling as necessary, using own initiative and judgement to ensure time is used effectively and efficiently
To monitor and prioritise correspondence, identifying issues that require particular attention to avoid escalation. Compose replies to correspondence from brief instructions and to deal effectively with routine correspondence.
Organise, minute and keep action logs for complex meetings on a regular basis ensuring suitable availability of all members involved, resolving conflicting priorities as necessary.
To use sound judgement, to seek advice or alert senior managers about sensitive matters, particularly in the absence of the Executive Assistant.

About us

We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.

Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.

We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.

Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:

o We focus on what matters most

o We treat others how we would like to be treated

o We are passionate and creative in our work

o We do what we say we are going to do

o We are one team and we are best when we work together

Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.

About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)

Date posted

27 September 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year per annum

Contract

Fixed term

Duration

6 months

Working pattern

Full-time

Reference number

358-5679056-CSI

Job locations

Multi-site - LRI/GGH/LGH

Leicester

LE1 5WW

Job description

Job responsibilities

This is an excellent opportunity for personal development in an admin role. Support and training will be provided as you join a supportive team,
It is expected that the person appointed will have the ability and experience to take on considerable independent responsibility, taking appropriate decisions and acting with delegated authority on behalf of the CSI Executive team.
You will be required to provide general personal assistant support to the Clinical Director, Head of Operations, Head of Nursing and their deputies as required.
To undertake such other tasks that may be specific in nature to the CMG Executive members.
You will be required to work flexibly as part of a team and undertake other duties commensurate to the grade as required.
You will work autonomously to organise diary commitments using discretion and your own initiative.

Job description

Job responsibilities

This is an excellent opportunity for personal development in an admin role. Support and training will be provided as you join a supportive team,
It is expected that the person appointed will have the ability and experience to take on considerable independent responsibility, taking appropriate decisions and acting with delegated authority on behalf of the CSI Executive team.
You will be required to provide general personal assistant support to the Clinical Director, Head of Operations, Head of Nursing and their deputies as required.
To undertake such other tasks that may be specific in nature to the CMG Executive members.
You will be required to work flexibly as part of a team and undertake other duties commensurate to the grade as required.
You will work autonomously to organise diary commitments using discretion and your own initiative.

Person Specification

Experience

Essential

Extensive secretarial experience working at a senior level
Electronic Diary Management

Desirable

staff management experience

Communication and Relationship Skills

Essential

Effective communication skills
Able to act on own initiative

Desirable

report writing skills

Planning and Organisation Skills

Essential

Planning and Organisation skills with the ability to prioritise schedules and workloads
Organising and arranging teleconferences / travel / accommodations / housekeeping and maintenance

Skills

Essential

Advanced MS Office packages, especially Excel and Word to ECDL Standards
Experience of dealing with customers / patients and complaints

Training and Qualifications

Essential

Educated to GCSE standard or equivalent
RSA II or equivalent typing

Other Requirements Specific to the Role

Desirable

NHS Systems & Procedures

Person Specification

Experience

Essential

Extensive secretarial experience working at a senior level
Electronic Diary Management

Desirable

staff management experience

Communication and Relationship Skills

Essential

Effective communication skills
Able to act on own initiative

Desirable

report writing skills

Planning and Organisation Skills

Essential

Planning and Organisation skills with the ability to prioritise schedules and workloads
Organising and arranging teleconferences / travel / accommodations / housekeeping and maintenance

Skills

Essential

Advanced MS Office packages, especially Excel and Word to ECDL Standards
Experience of dealing with customers / patients and complaints

Training and Qualifications

Essential

Educated to GCSE standard or equivalent
RSA II or equivalent typing

Other Requirements Specific to the Role

Desirable

NHS Systems & Procedures

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.

Certificate of Sponsorship

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

Certificate of Sponsorship

Employer details

Employer name

University Hospitals of Leicester NHS Trust

Address

Multi-site - LRI/GGH/LGH

Leicester

LE1 5WW

Employer's website

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

Employer details

Employer name

University Hospitals of Leicester NHS Trust

Address

Multi-site - LRI/GGH/LGH

Leicester

LE1 5WW

Employer's website

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