Job summary
An exciting opportunity has arisen for a highly efficient, experienced Personal Assistant to provide support to the Director & Associate Director of Risk and Compliance.This is a busy role with a need to regularly re-prioritise your workload and often requiring your urgent response and/or action.The main duties and responsibilities will include providing comprehensive, effective and confidential secretarial and administrative support to the Director of Risk and Compliance and Associate Director of Risk and Compliance as well as having responsibility for supporting specific project work required within the Compliance Team as required.The post holder will be expected to work accurately under pressure with the ability to manage and prioritise own workload in line with Directorate objectives.The successful candidate will also need to have experience in preparing and co-ordinating papers, presentations and agendas for meetings as well as attending and minuting meetings as required including ensuring follow up action is taken for specific pieces of work.To be successful, applicants should have extensive experience in the above main duties and responsibilities at Director or other Senior Manager level, possess high level skills in Microsoft packages such as Outlook, MS Teams, Word, Excel and PowerPoint and have the ability to travel across the Trust sites if required.
Main duties of the job
o To provide comprehensive, effective and confidential secretarial and administrative support to the Director of Risk and Compliance and Associate Director of Risk and Compliance as well as having responsibility for supporting specific project work required within the Compliance Team as required.o To engage proactively with other Trust Departments to negotiate relevant and timely collection of data and evidence and to ensure that it is presented appropriately and complies with governance, core standards and national guidance.o To communicate with both internal and external stakeholders, and maintain a professional image of the Trust at all times.o To act as the primary point of contact for the Director of Risk and Compliance for internal and external communication, screening calls/visitors as appropriateo The post holder will be expected to work accurately under pressure with the ability to manage and prioritise own workload.
About us
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
Job description
Job responsibilities
To provide full secretarial and administrative support to the Director of Risk and Compliance and Associate Director of Risk and Compliance ensuring strict confidentiality is given at all times. To be responsible for the management of diaries and awareness of the main commitments of the Director/ Associate Director on a day to day basis. To be an effective point of contact for the Director/ Associate Director. To coordinate development of and ensure that all relevant documentation and supporting papers are available for the Director /Associate Director in advance of meetings, bringing to their attention any problems/issues of concern which they ought to be aware of. To prepare, in draft, routine correspondence and reports on behalf of the Director / Associate Director in accordance to agreed priorities. To ensure that internal and external communications are passed on with an understanding of priority and confidentiality. To be responsible for arranging internal and external meetings, booking venues, public address systems and refreshments as required. To be responsible for preparing notification of meetings, producing and circulating agendas, papers and minute taking as appropriate. To organise and control effective filing systems for correspondence, reports, handouts and other general information maintained by the Director / Associate Director. To take responsibility for managing and ensuring the office systems and procedures are continually developed. To review all administrative systems in the light of good office practice to ensure they remain responsive and efficient to meet business requirements developing policies as required. To be responsible for adapting and/or designing evidence databases/information systems as required to meet the changing needs of the organisation e.g. adaptation of existing systems to include collection of additional information when identified or development of a new system. To co-ordinate and prepare the administration of healthroster and expense claims of staff reporting to the Director / Associate Director. To be responsible for ensuring that the department has the necessary resources in place to be successful including office stationery and other stocks such as communications media and acting as authorised signatory for appropriate departmental and project supplies. To act as authorised signatory for agency/bank time sheets and e-procurement systems. To be responsible for the local induction of bank/agency/new secretarial/administrative staff. This includes procedures, setting up of an email account, provide Trust information, order and supply of staff uniform, arranging attendance of mandatory training and general day to day assistance. To maintain good working relationships with other staff within the team providing continuity of cover during periods of staff annual leave or sickness. To have ongoing contact with trust external clients, such as Trust inspectors/assessors, CQC, Commissioners etc. and will be responsible for being the first point of contact and providing appropriate guidance, advice and information as required.
Job description
Job responsibilities
To provide full secretarial and administrative support to the Director of Risk and Compliance and Associate Director of Risk and Compliance ensuring strict confidentiality is given at all times. To be responsible for the management of diaries and awareness of the main commitments of the Director/ Associate Director on a day to day basis. To be an effective point of contact for the Director/ Associate Director. To coordinate development of and ensure that all relevant documentation and supporting papers are available for the Director /Associate Director in advance of meetings, bringing to their attention any problems/issues of concern which they ought to be aware of. To prepare, in draft, routine correspondence and reports on behalf of the Director / Associate Director in accordance to agreed priorities. To ensure that internal and external communications are passed on with an understanding of priority and confidentiality. To be responsible for arranging internal and external meetings, booking venues, public address systems and refreshments as required. To be responsible for preparing notification of meetings, producing and circulating agendas, papers and minute taking as appropriate. To organise and control effective filing systems for correspondence, reports, handouts and other general information maintained by the Director / Associate Director. To take responsibility for managing and ensuring the office systems and procedures are continually developed. To review all administrative systems in the light of good office practice to ensure they remain responsive and efficient to meet business requirements developing policies as required. To be responsible for adapting and/or designing evidence databases/information systems as required to meet the changing needs of the organisation e.g. adaptation of existing systems to include collection of additional information when identified or development of a new system. To co-ordinate and prepare the administration of healthroster and expense claims of staff reporting to the Director / Associate Director. To be responsible for ensuring that the department has the necessary resources in place to be successful including office stationery and other stocks such as communications media and acting as authorised signatory for appropriate departmental and project supplies. To act as authorised signatory for agency/bank time sheets and e-procurement systems. To be responsible for the local induction of bank/agency/new secretarial/administrative staff. This includes procedures, setting up of an email account, provide Trust information, order and supply of staff uniform, arranging attendance of mandatory training and general day to day assistance. To maintain good working relationships with other staff within the team providing continuity of cover during periods of staff annual leave or sickness. To have ongoing contact with trust external clients, such as Trust inspectors/assessors, CQC, Commissioners etc. and will be responsible for being the first point of contact and providing appropriate guidance, advice and information as required.
Person Specification
Education/Qualifications
Essential
- Knowledge of the full range of admin and organisational policies and procedures acquired through training and relevant experience to degree level or equivalent.
- Good standard of general education.
- IT skills equivalent to RSA2, NVQ2 or relevant experience of Microsoft Work Packages.
Desirable
Knowledge
Essential
- Ability to communicate both verbally and in writing routine information.
- General administration
- NHS experience
Desirable
- Knowledge of Trust Information systems.
Skills/experience
Essential
- Advanced Microsoft Office Skills including Work, Excel and PowerPoint.
- Proven ability in minute taking.
- Methodical, organized approach to work with good attention to detail.
- Ability to work within strict timescales.
- Experience of dealing with confidential/ sensitive information.
Personal Qualities
Essential
- Shares the Trust's Beliefs and models this in their attitude and behaviour
- Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate.
- Customer focused with a calm and empathetic persona, good listener, patient and diplomatic.
- Ability to engage with people at all levels (i.e. patients, clinicians, senior management and the wider general public).
- Smart appearance, articulate with pleasant manner and confident and calm under pressure.
- Flexible approach to working.
Additional Requirements
Essential
- Current driving licence
- Ability to travel across sites and across Trust boundaries to attend meetings, etc.
Person Specification
Education/Qualifications
Essential
- Knowledge of the full range of admin and organisational policies and procedures acquired through training and relevant experience to degree level or equivalent.
- Good standard of general education.
- IT skills equivalent to RSA2, NVQ2 or relevant experience of Microsoft Work Packages.
Desirable
Knowledge
Essential
- Ability to communicate both verbally and in writing routine information.
- General administration
- NHS experience
Desirable
- Knowledge of Trust Information systems.
Skills/experience
Essential
- Advanced Microsoft Office Skills including Work, Excel and PowerPoint.
- Proven ability in minute taking.
- Methodical, organized approach to work with good attention to detail.
- Ability to work within strict timescales.
- Experience of dealing with confidential/ sensitive information.
Personal Qualities
Essential
- Shares the Trust's Beliefs and models this in their attitude and behaviour
- Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate.
- Customer focused with a calm and empathetic persona, good listener, patient and diplomatic.
- Ability to engage with people at all levels (i.e. patients, clinicians, senior management and the wider general public).
- Smart appearance, articulate with pleasant manner and confident and calm under pressure.
- Flexible approach to working.
Additional Requirements
Essential
- Current driving licence
- Ability to travel across sites and across Trust boundaries to attend meetings, etc.
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).
