Job summary
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.
About us
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.
Job description
Job responsibilities
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.
Job description
Job responsibilities
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.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent, including English and Mathematics or Level 2 numeracy and literacy.
- Level 3 typing/word processing or equivalent qualification or experience.
Desirable
- IT skills qualifications
- Level 3 qualification in Business Administration
Personal Attributes
Essential
- Attention to detail and accuracy in production of work.
- Focusses on service delivery with an emphasis on providing excellent customer experience.
- Commitment to own personal and professional development and development of others within the team.
- Encourages involvement, values contributions, listens to and positively acts on feedback.
Knowledge and Skills
Essential
- Ability to listen to a broad range of issues from various stakeholders and identify an appropriate solution.
- Ability to provide administrative support to committees and meetings.
- Ability to organise and prioritise workload.
- Ability to prepare reports and presentations.
- Ability to work unsupervised, using a high level of initiative.
- Ability to work to deadlines in a pressurised environment.
Experience
Essential
- Previous experience working in a similar capacity, providing administrative support to a team of multiple stakeholders or by providing administrative support for a largescale project.
- Significant experience of common office procedures such as establishing and maintaining filing systems, maintaining electronic diaries and arranging meetings.
- Experience of using the full range of Microsoft Office products, including Word, Excel and Power Point software packages.
- Experience of managing competing timescales successfully.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent, including English and Mathematics or Level 2 numeracy and literacy.
- Level 3 typing/word processing or equivalent qualification or experience.
Desirable
- IT skills qualifications
- Level 3 qualification in Business Administration
Personal Attributes
Essential
- Attention to detail and accuracy in production of work.
- Focusses on service delivery with an emphasis on providing excellent customer experience.
- Commitment to own personal and professional development and development of others within the team.
- Encourages involvement, values contributions, listens to and positively acts on feedback.
Knowledge and Skills
Essential
- Ability to listen to a broad range of issues from various stakeholders and identify an appropriate solution.
- Ability to provide administrative support to committees and meetings.
- Ability to organise and prioritise workload.
- Ability to prepare reports and presentations.
- Ability to work unsupervised, using a high level of initiative.
- Ability to work to deadlines in a pressurised environment.
Experience
Essential
- Previous experience working in a similar capacity, providing administrative support to a team of multiple stakeholders or by providing administrative support for a largescale project.
- Significant experience of common office procedures such as establishing and maintaining filing systems, maintaining electronic diaries and arranging meetings.
- Experience of using the full range of Microsoft Office products, including Word, Excel and Power Point software packages.
- Experience of managing competing timescales successfully.
Additional information
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).
