Job summary
An exciting opportunity has arisen for a full time Personal Assistant to support The Programme Director for The Children and Young People's Alliance Team, providing administrative and general office support.
The post-holder will provide comprehensive personal assistant support to the Programme Director. They should be flexible and use own initiative to plan their workload, dependent upon the priorities and requirements at the time.
The Post-Holder will require excellent organisation skills be efficient, and able to use initiative, have a consistently high professional approach and high measure of independent judgement, including sensitivity, discretion and confidentiality.
The Post-Holder will be required to be flexible and willing to increase own professional skills and development.
The role is challenging and fast-paced with competing priorities requiring excellent administration and communication skills both verbal and written when dealing with all levels of staff, managers, and service users within and outside of the System.
The Children and Young People's Alliance aims to improve health outcomes and reduce inequalities for children and young people aged 0-25 years across South Yorkshire and Bassetlaw (SYB). We will bring together providers from across all sectors (acute, primary care, mental health, community services, housing, police, education, voluntary organisations, faith based groups) to address areas of local and national priority for CYP.
Main duties of the job
As the PA to the Programme Director will:
Provide high level, professional PA support to the Programme Director in delivering their responsibilities, including minute taking, diary management and email management.
Act as the interface between the Children and Young People's Alliance and staff at all levels across the Integrated Care Board.
Develop a thorough understanding of the Programme Director's priorities and ways of working and how this fits into the overarching strategies of The Children and Young People's Alliance; representing them effectively to internal and external stakeholders.
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
Please see job description and personal specification for details of main duties and responsibilities.
Role Overview
- Be responsible for organising and maintaining the effective management of the diaries of individual the Senior Management Team to include co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
- Attend Senior Management Team level meetings and other meetings as required, taking and transcribing complex minutes and matters arising reports for approval, ensuring that there is a good record which ensures that decisions are recorded, referenced and future action can be taken at the appropriate level.
- Provide effective and helpful first-line liaison with clinicians/staff and external stakeholders including representatives from Clinical Commissioning Groups (CCGs), NHS England, regulators, other NHS trusts, local authorities, auditors, patients / carers / members of the public and the media. This will include dealing with highly confidential and sensitive issues.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
Please see job description and personal specification for details of main duties and responsibilities.
Role Overview
- Be responsible for organising and maintaining the effective management of the diaries of individual the Senior Management Team to include co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
- Attend Senior Management Team level meetings and other meetings as required, taking and transcribing complex minutes and matters arising reports for approval, ensuring that there is a good record which ensures that decisions are recorded, referenced and future action can be taken at the appropriate level.
- Provide effective and helpful first-line liaison with clinicians/staff and external stakeholders including representatives from Clinical Commissioning Groups (CCGs), NHS England, regulators, other NHS trusts, local authorities, auditors, patients / carers / members of the public and the media. This will include dealing with highly confidential and sensitive issues.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications and Training
Essential
- RSA III Typing / Word Processing or equivalent
- Good general education to GCSE or equivalent
- NVQ Level 4 in Business Administration or equivalent or equivalent knowledge acquired through experience
Desirable
- Audio Typing
- Evidence of on-going professional training
Experience
Essential
- Significant experience of office practice
- Experience of working within a complex environment
- Experience of organising and prioritising diaries and schedules
- Experience with assisting or leading on projects
- Experience of taking minutes at meetings
- Experience of using a wide range of IT packages eg: Word, Excel, Powerpoint, E-mail
Desirable
- Experience of working within a healthcare setting
- Experience in supporting director level personnel
Knowledge and Skills
Essential
- Ability to work on own initiative and effectively as a team member to provide a proactive and high quality customer focused service
- Understanding of Office protocols
- Strong interpersonal skills for effective working with colleagues and internal customers / external stakeholders
- Appreciation of how public sector organisations operate
- Excellent organisational skills with the ability to plan and prioritise work to meet deadlines
- Ability to communicate effectively both verbally and in writing
Desirable
- Understanding of how the NHS operates
Personal Attributes
Essential
- Attention to detail
- Self-motivated - uses own initiative and able to work independently
- Team worker
- Tactful, diplomatic and understanding manner
- Adaptable to change
- Recognise the need to maintain strict confidentiality
Demonstrates Trust Values
Essential
- Excellence, Accountability, Compassion, Teamwork and Integrity - Together we care
Person Specification
Qualifications and Training
Essential
- RSA III Typing / Word Processing or equivalent
- Good general education to GCSE or equivalent
- NVQ Level 4 in Business Administration or equivalent or equivalent knowledge acquired through experience
Desirable
- Audio Typing
- Evidence of on-going professional training
Experience
Essential
- Significant experience of office practice
- Experience of working within a complex environment
- Experience of organising and prioritising diaries and schedules
- Experience with assisting or leading on projects
- Experience of taking minutes at meetings
- Experience of using a wide range of IT packages eg: Word, Excel, Powerpoint, E-mail
Desirable
- Experience of working within a healthcare setting
- Experience in supporting director level personnel
Knowledge and Skills
Essential
- Ability to work on own initiative and effectively as a team member to provide a proactive and high quality customer focused service
- Understanding of Office protocols
- Strong interpersonal skills for effective working with colleagues and internal customers / external stakeholders
- Appreciation of how public sector organisations operate
- Excellent organisational skills with the ability to plan and prioritise work to meet deadlines
- Ability to communicate effectively both verbally and in writing
Desirable
- Understanding of how the NHS operates
Personal Attributes
Essential
- Attention to detail
- Self-motivated - uses own initiative and able to work independently
- Team worker
- Tactful, diplomatic and understanding manner
- Adaptable to change
- Recognise the need to maintain strict confidentiality
Demonstrates Trust Values
Essential
- Excellence, Accountability, Compassion, Teamwork and Integrity - Together we care
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
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).
