Job summary
Band 4
Personal Assistant post:
We would like to invite you to apply for this fantastic
opportunity to join our excellent Research Team at the Mid Yorkshire Teaching NHS Trust,
where research is a core value. The post holder will provide comprehensive support to the Research Management Team and
undertake personal assistant and administrative duties as required in line with
the job description.
We are looking for someone who has excellent Secretarial and Personal Assistant knowledge, with good interpersonal skills and IT knowledge. Experience in working at a senior level, in a fast paced and high profile environment will be a benefit. You will need to demonstrate excellent leadership, organisational and communication skills with attention to detail across a wide range of duties including diary management, preparation of meeting papers, minute taking, and research projects in accordance with the department objectives.
Applicants should be able to work independently, able to multi-task effectively and prioritise your own workload, whilst providing a highly confidential service, managing complex situations and conflicting priorities. You will play an instrumental part in ensuring the smooth running of a high performing Research Team with a flexible, collaborative approach. A strong focus on kindness, integrity, teamwork and equality is essential, in line with the Trusts Values and Behaviours.
Main duties of the job
The post holder will provide comprehensive
Personal Assistant support to the Research Management Team and undertakes
project and administrative duties as required.
The post holder also establishes and maintains proactive communication
with colleagues, within and out with the organisation. The post requires the use of a high degree of
initiative and the ability to deal with multi-tasks often with conflicting
short timescales.
About us
We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.
We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.
If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.
Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.
Job description
Job responsibilities
-
To establish and maintain good relationships
with other departments/directorates and clinicians.
-
To attend research meetings to provide
information to ensure service targets are met and capacity gaps / demand
requirements are escalated.
-
First
point of contact to research management team and ensure that all issues are
directed to the appropriate area/person.
This is determined through analysis of options available.
-
To
remain calm and deal with situations in an efficient and sensitive manner.
-
Provide a full range of
Personal Assistant duties, including the taking of dictation, typing of
correspondence and preparation and
distribution of reports and other documents.
To produce accurate work to a high level of presentation
-
Co-ordinating/managing staffs work load as per
service requirement and escalating where necessary.
-
To ensure all duties are undertaken in line with
trust and departmental standard operating procedures.
-
To ensure post addressed to the research team is
promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in
responding to incoming mail.
-
Act as a focal point for the research management
team. Provide a friendly and
professional service; deal with enquiries from a multitude of sources following
Trust policies and standard operating procedures. Liaise with members of the public, external
bodies/agencies and internal staff of all levels by a variety of means i.e.
face to face/phone/e-mail/letter/faxes on a daily basis. This will require
analysis of queries/issues, making judgements about how to deal with them and
escalating as appropriate. This may
require the use of tact/ empathic or reassurance skills. In addition,
persuasive skills are often required where agreement or co-operation is
required.
-
Assist the research management team with
administrative tasks, e.g. utilising IT systems or ensuring paper forms are
completed and sent to relevant departments in a timely manner in line with service
specific standard operating procedures.
-
To ensure all duties are undertaken in line with
standard operating procedures and to enable the achievement of research
specific Key Performance Indicators.
-
To undertake diary management, arrange
appointments, schedules, venues (equipment and facilities) and resolve any
conflicting appointments as required.
-
Prioritise and ensure requests are acted upon in
an appropriate and timely manner, within standard operating procedures and
meeting KPIs.
-
Accurate recording of all paper/computerised
records, updating and amending information timely and within standard operating
procedures.
-
Undertake routine or ad hoc data validation as
directed.
-
Preparation/circulation of documentation for meetings/within
prescribed timescales.
-
Preparation of other documents, e.g. policies,
procedures, presentations.
-
Preparation of orders and receiving of
goods/services in order to maintain efficient running of the service.
-
Undertake typing of correspondence using copy,
audio tapes and relevant IT systems to a high and accurate standard. This may
include letters, reports, minutes of meetings and other administrative work.
-
Keep appropriate statistical records/information
as and when required for the clinical/management team. Provision of statistical returns required at
regular intervals. This may involve
entering statistical data onto databases.
-
To be responsible for ensuring copies of
correspondence are stored in accordance with standard operating procedures.
-
To attend meetings and appropriate Committees to
provide secretarial support by taking minutes and arranging meetings, as and
when required.
-
To be responsible for the confidential
management of records and ensure that all documentation is returned to the
appropriate department in a timely manner and within standard operating
procedures.
-
The post holder will give relevant assistance
and training as and when required to support all colleagues.
-
To carry out general administration duties and
provide clerical assistance, as required.
-
Any other duties commensurate to the post.
Job description
Job responsibilities
-
To establish and maintain good relationships
with other departments/directorates and clinicians.
-
To attend research meetings to provide
information to ensure service targets are met and capacity gaps / demand
requirements are escalated.
-
First
point of contact to research management team and ensure that all issues are
directed to the appropriate area/person.
This is determined through analysis of options available.
-
To
remain calm and deal with situations in an efficient and sensitive manner.
-
Provide a full range of
Personal Assistant duties, including the taking of dictation, typing of
correspondence and preparation and
distribution of reports and other documents.
To produce accurate work to a high level of presentation
-
Co-ordinating/managing staffs work load as per
service requirement and escalating where necessary.
-
To ensure all duties are undertaken in line with
trust and departmental standard operating procedures.
-
To ensure post addressed to the research team is
promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in
responding to incoming mail.
-
Act as a focal point for the research management
team. Provide a friendly and
professional service; deal with enquiries from a multitude of sources following
Trust policies and standard operating procedures. Liaise with members of the public, external
bodies/agencies and internal staff of all levels by a variety of means i.e.
face to face/phone/e-mail/letter/faxes on a daily basis. This will require
analysis of queries/issues, making judgements about how to deal with them and
escalating as appropriate. This may
require the use of tact/ empathic or reassurance skills. In addition,
persuasive skills are often required where agreement or co-operation is
required.
-
Assist the research management team with
administrative tasks, e.g. utilising IT systems or ensuring paper forms are
completed and sent to relevant departments in a timely manner in line with service
specific standard operating procedures.
-
To ensure all duties are undertaken in line with
standard operating procedures and to enable the achievement of research
specific Key Performance Indicators.
-
To undertake diary management, arrange
appointments, schedules, venues (equipment and facilities) and resolve any
conflicting appointments as required.
-
Prioritise and ensure requests are acted upon in
an appropriate and timely manner, within standard operating procedures and
meeting KPIs.
-
Accurate recording of all paper/computerised
records, updating and amending information timely and within standard operating
procedures.
-
Undertake routine or ad hoc data validation as
directed.
-
Preparation/circulation of documentation for meetings/within
prescribed timescales.
-
Preparation of other documents, e.g. policies,
procedures, presentations.
-
Preparation of orders and receiving of
goods/services in order to maintain efficient running of the service.
-
Undertake typing of correspondence using copy,
audio tapes and relevant IT systems to a high and accurate standard. This may
include letters, reports, minutes of meetings and other administrative work.
-
Keep appropriate statistical records/information
as and when required for the clinical/management team. Provision of statistical returns required at
regular intervals. This may involve
entering statistical data onto databases.
-
To be responsible for ensuring copies of
correspondence are stored in accordance with standard operating procedures.
-
To attend meetings and appropriate Committees to
provide secretarial support by taking minutes and arranging meetings, as and
when required.
-
To be responsible for the confidential
management of records and ensure that all documentation is returned to the
appropriate department in a timely manner and within standard operating
procedures.
-
The post holder will give relevant assistance
and training as and when required to support all colleagues.
-
To carry out general administration duties and
provide clerical assistance, as required.
-
Any other duties commensurate to the post.
Person Specification
Knowledge and Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Knowledge of a range of managerial/secretarial procedures to Diploma level equivalent.
- Awareness of own limitations.
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required.
- Ability to deal with conflict.
- Good Time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships.
Desirable
- Knowledge of Trust Policies.
Personal Attributes
Essential
- Confident.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self motivated.
- Professional appearance.
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
Experience
Essential
- Proven experience of supervising a team.
- Experience of working to targets.
- Experience and knowledge of multi-disciplinary team working.
- Secretarial experience.
- Experience of working with filing systems.
- Experience of good customer or patient care.
- Working with computer software programmes such as Microsoft Office, e-mail and internet.
- Experience of scheduling/co-ordination activities and/or resources.
Desirable
- Secretarial experience.
- Previous NHS/healthcare administrative role.
- Experience of working with patients requiring health care.
- Experience with NHS/healthcare software systems.
- Experience of working with confidential material.
Qualifications
Essential
- NVQ3 in Business Administration or ILM qualification or equivalent experience.
- RSA Level 3 typing/word processing or equivalent qualification or experience.
- Sound educational background (4 GCSEs, grade C or above).
Desirable
- IT skills qualifications.
- ECDL computer course.
- PA/ Secretarial Diploma.
- Shorthand Qualification.
Person Specification
Knowledge and Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Knowledge of a range of managerial/secretarial procedures to Diploma level equivalent.
- Awareness of own limitations.
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required.
- Ability to deal with conflict.
- Good Time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships.
Desirable
- Knowledge of Trust Policies.
Personal Attributes
Essential
- Confident.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self motivated.
- Professional appearance.
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality.
Experience
Essential
- Proven experience of supervising a team.
- Experience of working to targets.
- Experience and knowledge of multi-disciplinary team working.
- Secretarial experience.
- Experience of working with filing systems.
- Experience of good customer or patient care.
- Working with computer software programmes such as Microsoft Office, e-mail and internet.
- Experience of scheduling/co-ordination activities and/or resources.
Desirable
- Secretarial experience.
- Previous NHS/healthcare administrative role.
- Experience of working with patients requiring health care.
- Experience with NHS/healthcare software systems.
- Experience of working with confidential material.
Qualifications
Essential
- NVQ3 in Business Administration or ILM qualification or equivalent experience.
- RSA Level 3 typing/word processing or equivalent qualification or experience.
- Sound educational background (4 GCSEs, grade C or above).
Desirable
- IT skills qualifications.
- ECDL computer course.
- PA/ Secretarial Diploma.
- Shorthand Qualification.
