Personal Assistant - Surgery

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)

This job is now closed

Job summary

Weston General Hospital are looking for an experienced and enthusiastic Personal Assistant to support the Surgery management team based at Weston.

The ideal candidate must have excellent and professional communication skills (both verbal and written), be able to manage several tasks at once and to prioritise them appropriately, have excellent IT skills including a detailed understanding of Microsoft Office (Word, Excel and Teams) and be very well organised. Your work must be professional and accurate to reflect the level of seniority within the management team.

Weston General Hospital is part of University of Bristol & Weston Foundation NHS Trust and as a result this role will provide the right candidate with an opportunity to grow and develop their skills, abilities, and knowledge.

Main duties of the job

The post holder will provide a co-ordinated and effective administrative and secretarial service to their assigned Senior Management lead and team.
To service and attend Division-wide and management team meetings taking minutes, preparing, and distributing papers, presentations and reports as and when required. Following up on any action points as required
Efficiently manage the diary of their assigned area ensuring that all internal and external meetings/conferences/virtual meetings are managed effectively, pro-actively dealing with any conflicts (utilising negotiating and influencing skills) and proposing solutions. Ensuring any necessary refreshments and equipment are organised and relevant materials/paperwork are available in good time. Travel arrangements for the Senior Management Team to be made where necessary.
To be the first point of contact to answer all telephone calls for their assigned area and pass on accurate and timely messages, dealing with all enquiries as far as possible using own judgement or delegate matters, proposing possible solutions to other Trust staff. This may include receiving face to face, telephone or electronic complaints from patients, staff, relatives, or members of the public regarding highly emotive subjects, in a constructive and professional manner in line with Trust Policy. This could also involve direct contact with PALS and complainants to progress matters.

About us

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.

Date posted

23 November 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year pa pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

387-WD-4481-MF

Job locations

Weston General Hospital

Grange Road, Uphill

Weston-super-Mare

BS23 4TQ

Job description

Job responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Job description

Job responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Person Specification

Qualifications and Training

Essential

GCSE level or equivalent
Secretarial Qualification RSAIII Typing or equivalent

Desirable

ECDL

Knowledge and Experience

Essential

At least 2 years' experience of administration/secretarial work
Experience of large organisation/previous NHS experience
Ability to audio type

Desirable

Knowledge of medical terminology

Skills and Abilities

Essential

Computer literacy/skills in Microsoft Word
Experience of other Microsoft packages such as Excel, Access, PowerPoint and Outlook
Ability to communicate effectively with at all levels within the organisation
Excellent organisational skills
Ability to work within a team
Ability to work to and meet deadlines
Ability to influence and persuade

Person Specification

Qualifications and Training

Essential

GCSE level or equivalent
Secretarial Qualification RSAIII Typing or equivalent

Desirable

ECDL

Knowledge and Experience

Essential

At least 2 years' experience of administration/secretarial work
Experience of large organisation/previous NHS experience
Ability to audio type

Desirable

Knowledge of medical terminology

Skills and Abilities

Essential

Computer literacy/skills in Microsoft Word
Experience of other Microsoft packages such as Excel, Access, PowerPoint and Outlook
Ability to communicate effectively with at all levels within the organisation
Excellent organisational skills
Ability to work within a team
Ability to work to and meet deadlines
Ability to influence and persuade

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