The Mid Yorkshire Teaching NHS Trust
This job is now closed
The Division of Infrastructure at the Mid Yorkshire Teaching NHS Trust plays a vital role in the provision of a safe, clean and efficient environment by delivering high quality services by professionals whose talent is nurtured and supported to flourish through engagement and transformation, now and into the future.
We are seeking to appoint an experienced, confident and personable individual for the role of Personal Assistant to the Director of Operations for Infrastructure.
This role will appeal to those who want to make a positive contribution and have a desire to pursue a career in Business Administration or Project Management and who thrive in a fast paced, constantly changing environment where they can see the impact of their work on a daily basis.
In return, you will enjoy the support of those around you and the chance to be part of a brilliant service in a progressive organisation.
We are a friendly, supportive team who work hard but aim to always strike a balance. We are proud of our contribution to improving patient care and the things we achieve together.
Interviews will take place on Friday 19th January 2024
Role will commence Monday 1st April 2024.
Main duties of the job
The ideal candidate will have proven previous experience in supporting Senior Management. They will have a professional outlook, act with integrity, compassion and honesty, and contribute to the development of our service with their own ideas for improvement.
You will have excellent communication skills and experience of working with the Microsoft Office suite of applications be comfortable working with a range of software tools and be confident using Video conferencing platforms to arrange and attend virtual meetings.
This role will also provide you with the opportunity to utilise your experience and knowledge by actively contributing and supporting the responsibilities of the Director of Operations.
We provide care and support to over a million people in Wakefield and Kirklees in their homes, community settings and across our three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of innovation and research, and we invest in teaching and the development of our workforce.
We live by our values of caring, improving, being respectful and maintaining high standards. We listen and learn because we aim to make Mid Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm irrespective of age, disability, neurodivergence, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances including providing unpaid carers support to someone with a health and care need. As ethnic minority groups, members of the LGBTQ+ community, and people with a disability/neurodivergence are currently under-represented across the organisation, we encourage applications from members of these groups. We have policies and procedures to ensure all applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If you share our values and you want to make a difference to the lives of our patients and their families and carers, we would love to hear from you.
First point of contact for the Director of Operations: - Infrastructure, ensuring that all issues are directed to the appropriate area/person.
Provide a full range of Personal Assistant duties. To produce accurate work to a high level of presentation.
Handle sensitive queries in writing, by telephone or in person from colleagues, patients, external organisations and other internal/external stakeholders in an effective, sensitive manner as a representative of the Trust, to reflect a positive corporate image.
To be aware of corporate sensitivities and reflect and interpret these accordingly wherever appropriate.
Manage all post received by and sent from the team in a proactive and effective manner.
Ensure that replies to correspondence are actioned within the correct timescales.
Proactively obtain information which may be required by the team.
Carry out research on behalf of the team via the internet and other media streams in respect of varying issues.
Use own initiative to determine what help can be provided to the team to support and assist and act accordingly.
Ensure the team are aware of key deadlines and there are appropriate visual control methods for tracking upcoming deadlines to support the team to anticipate and achieve all deadlines.
Prepare presentations using various media including PowerPoint. Utilise video conferencing platforms to arrange and attend virtual meetings.
Manage team diaries in a constructive and supportive way and prepare appointment schedules. Re-schedule appointments in response to changing demands.
Arrange conferences and time outs which may include production of draft agendas, arranging speaker and equipment as requested.
Arrange meetings in a timely manner, which on occasion may be complex, requiring manipulation of diaries and re-arranging of existing diary appointments.
Implement systems to improve the effectiveness and working practices of the office.
Coordinate and organise agendas and papers for meetings and distribute in a timely manner.
Attend regular and occasional meetings to take minutes/action logs usually in excess of two hours duration requiring extended concentration.
Transcribe notes of meetings into minutes requiring extended periods of typing to ensure accuracy and completeness of minutes.
Ensure that the bring-forward and pending systems are accurate to ensure that the team are properly prepared for forthcoming meetings, including the preparation of briefing notes on potential problems or difficulties likely to arise.
Maintain appropriate filing systems to support effective running of the office and confidentially of patients and staff.
Use the information technology available to communicate effectively within the organisation and to deliver a high standard of performance within the role.
Link with other appropriate personnel within the Trust in delivering reports and project work.
Knowledge and Skills
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).