Senior Administrator and Personal Assistant

Hertfordshire Community NHS Trust

This job is now closed

Job summary

Personal Assistant/Senior AdministratorAre you looking for a new exciting administration career development opportunity?Our Trust offer a large portfolio of development opportunities for all our staff.We're investing in our frontline teams and looking for talented people to join our Children's Specialist Services administration team.Our support services are the backbone of the Trust helping frontline staff focus on delivering care and treatment to our patients - we look forward to hearing from you.For internal staff only - a Secondment Contract would be considered as a career development opportunity.Our staff are one of our most important resources. They play a key role in ensuring our success. We want you to feel valued and to help with that we offer a wide range of staff benefits. We have included a summary below. For full details please use the contact details and links provided.

The successful candidate will have:

Excellent time management
Able to demonstrate strong organisational skills
High attention to detail and problem solver
Strong communication skills
Able to multi-task and self manage their workload
Understand priorities of manager's workload along with their own

Vacancy at Peace Children's Centre, Watford

We are investing in our teams and the development of digital technologies to ensure we can deliver the highest quality care in the future.

Main duties of the job

Hours: 37.5 hours per week - 9-5 pmFlexibility of hours maybe considered - please state on application your preference

Contract Type: Permanent

Along with the duties mentioned within the job description, your day to day accountabilities will include:

Management and co-ordination of Manager/Leads outlook diaries
Support and management of Manager's email Inboxes
Being a key point of contact for relevant enquiries from clinicians, internal and external stakeholders at senior levels.
Liaison with colleagues, professionals and stateholders on behalf of the manager/lead
Automation and Distribution of information and reports internally and across the business unit
Preparation of information and papers for meetings
Management of Action Trackers/Note taking
Supporting and Updating of staff systems/records e.g. ESR /Personal folders/TRAC/Health Roster
Management of relevant finance processes within scope of role e.g. raising purchase orders

You will be able to maintain a high degree of professionalism when working in settings where there is a fast pace of change, and be flexible in your approach having resilience under pressure

In addition to the basic salary, this post attracts a High Cost Area Supplement of 5% of basic salary subject to a minimum and a maximum payment per annum, pro rata where applicable.

A full valid driving license and access to a car to use regularly for business purposes is essential (unless you have a disability as defined by the Equality Act 2010).

About us

A big thank you for considering joining us at Hertfordshire Community NHS Trust.

You'll find it a great place to work with many benefits offered to you as a member of our staff

We put our patients, their families and carers at the centre of our vision -Outstanding Services and Healthier CommunitiesOur staff are proud to be Innovative, Caring and Agile in their work to help achieve the Trust vision

We welcome diversity in our workforce and are interested in applicants from all backgrounds and ages

We don't want you to miss out so we'd like you to know that if we have a high level of interest in this role, the vacancy may close prior to the advertised closing date, so please make your application as soon as possible

You've made a great decision to apply to join to HCT - we're looking forward to taking the next steps of the journey with you.

Date posted

02 June 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year

Contract

Permanent

Working pattern

Full-time

Reference number

812-23-KM-CSS-01-PA-B

Job locations

Peace Children's Centre

Watford

WD17 3EW

Job description

Job responsibilities

The successful candidate will ideally be Educated to NVQ level 3 including GCSE in English and Maths or equivalent Experience of SystmOne would be an advantage, but full training will be provided. The successful candidate will have MS Office and other IT systems experience.

Please see full Job Description attached

Whilst it is not a legal requirement, Hertfordshire Community NHS Trust encourages and supports all staff to be vaccinated as this remains the best line of defence against COVID-19

Job description

Job responsibilities

Please see full Job Description attached

Whilst it is not a legal requirement, Hertfordshire Community NHS Trust encourages and supports all staff to be vaccinated as this remains the best line of defence against COVID-19

Person Specification

Qualifications

Essential

NVQ Level 4
RSA III (or equivalent)
Previous PA roles undertaken

Desirable

Microsoft Office software training - specifically MS Word, MS PowerPoint, MS Excel, MS OneNote, MS Teams

Experience

Essential

Strong experience in liaising / negotiating with senior team members from internal departments and from external stakeholders
Experience of preparation of reports and taking of and producing formal minutes, together with preparing agendas and distribution of associated papers
Experience of arranging complex conferences/seminars and large meetings
Advanced level knowledge of IT systems in particular word processors, spreadsheets, and presentation software
Experience of working in an office environment and knowledge of full range of secretarial procedures

Desirable

Desirably experience of working within NHS / Healthcare environment
Desirably use of shorthand

Skills

Essential

Prioritise and plan own workload in a busy non-routine environment to deadlines, delegating where appropriate and using own judgement to refer or escalate issues when necessary, and anticipating foreseeable problems
Good verbal and communication skills including the ability to persuade, motivate and influence others into taking a course of action

Driving

Essential

Hold a full, valid, UK driving licence and have access to a car to use for business purposes (unless you have a disability as defined by the Equality Act 2010)

Person Specification

Qualifications

Essential

NVQ Level 4
RSA III (or equivalent)
Previous PA roles undertaken

Desirable

Microsoft Office software training - specifically MS Word, MS PowerPoint, MS Excel, MS OneNote, MS Teams

Experience

Essential

Strong experience in liaising / negotiating with senior team members from internal departments and from external stakeholders
Experience of preparation of reports and taking of and producing formal minutes, together with preparing agendas and distribution of associated papers
Experience of arranging complex conferences/seminars and large meetings
Advanced level knowledge of IT systems in particular word processors, spreadsheets, and presentation software
Experience of working in an office environment and knowledge of full range of secretarial procedures

Desirable

Desirably experience of working within NHS / Healthcare environment
Desirably use of shorthand

Skills

Essential

Prioritise and plan own workload in a busy non-routine environment to deadlines, delegating where appropriate and using own judgement to refer or escalate issues when necessary, and anticipating foreseeable problems
Good verbal and communication skills including the ability to persuade, motivate and influence others into taking a course of action

Driving

Essential

Hold a full, valid, UK driving licence and have access to a car to use for business purposes (unless you have a disability as defined by the Equality Act 2010)

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.