Job summary
We are looking for a dynamic
and proactive Personal Assistant to join our team and work closely with the CIO
and other members of the Digital, Data and Technology (DDaT) Team. This role
will suit someone who is able to multi task on a daily basis and deal with
highly sensitive, complex and confidential matters. The post holder is expected to liaise with
colleagues across NHS Resolution, including Board members and representatives
of NHS or healthcare organisations on a frequent basis.
Main duties of the job
Your main function will be
to provide secretarial support, including the co-ordination and management of
activities within the remit of the CIO.
In addition to this, the post holder will provide administrative support
and diary management for senior members of the Technology and Business
Intelligence team, as well as ensuring the smooth and efficient day-to-day
running of the function, including coordinating Town Halls and providing
secretariat for key meetings.
About us
We are the Digital, Data and
Technology function and we provide expertise to support NHS Resolution to meet
its strategic goals. We are in the midst of an exciting transformation
programme and no two days are the same. We are a friendly and diverse team – we
have regular Town Halls and team socials. We see ourselves as providing the
tools, information and expertise to enable NHSR to deliver and improve its
services. We like to think of ourselves as: Helpful, Supportive, Responsive,
Flexible, Patient, Empathetic and Curious. If this resonates with you and you
are keen to join a growing team in an exciting environment then please apply today.
We work flexibly in DDaT and can support a range of
different working arrangements to suit individual’s personal circumstances
Closing date : 12th June 2022
Assessment date: w/c 20th June 2022 - to be completed virtually over Teams.
Interview date: w/c 20th June 2022
Job description
Job responsibilities
Please see the attached Job description and Person specification for more information on the role you are applying for
Job description
Job responsibilities
Please see the attached Job description and Person specification for more information on the role you are applying for
Person Specification
Knowledge and Understanding
Essential
- 1.An understanding of administrative and business management procedures
- 2.Knowledge and understanding of confidentiality within the workplace (particularly within the NHS)
- 3.Knowledge and understanding of Equality Act (2010)
- 4.Knowledge and understanding of Freedom of Information Act (2000)
- 5.Knowledge and understanding of Data Protection Act/General Data Protection Regulations (2018)
Desirable
- 1.Sensitive to the characteristics of working in an open plan office environment
Other
Essential
- 1.Commitment to own personal and continued professional development
Desirable
- 1.Sensitive to the characteristics of working in an open plan office environment
Experience
Essential
- 1.Proficient IT skills and ability to use Microsoft Office packages (i.e. Outlook/Word/Excel/PowerPoint)
- 2.Excellent communication skills (In writing and orally) with the ability to communicate at all levels with discretion and sensitivity
- 3.Excellent attention to detail with the ability to provide and receive complex and or technical information effectively
- 4.Ability to plan and manage own work to consistently meet competing deadlines
- 5.Ability to work on own initiative with minimal supervision as well as the ability to work as part of a team
- 6.Ability to efficiently prepare high quality and accurate minutes of formal and informal meetings
- 7.Ability to draft accurate and well-presented correspondence to a high standard
- 8.Excellent numeracy skills to facilitate data analysis and data reporting for a senior audience
- 9.Ability to plan and organise complex activities using a systematic, thorough and logical approach
- 10.Ability to liaise with staff and customers at all levels (internal and external)
- 11.Excellent interpersonal skills that demonstrate diplomacy and professionalism
- 12.Ability to work in an environment where there are frequent interruptions without compromising the quality of work
- 13.Ability to persuade and motivate others to deliver objectives
- 14.Ability to maintain confidentiality and work with sensitive and personal information
- 15.Excellent keyboard skills (at least 50wpm with a
- 90% accuracy rate)
- 16.Ability to work flexibly to meet changes or emerging business needs
- 17.A high levels of personal resilience
- 18.Significant experience of working as a Personal Assistant at Director/Senior level within complex organisations
- 19.Experience of producing high quality minutes of senior level meetings
- 20.Experience of providing very complex diary management to Director and senior managers
- 21.Experience of maintaining accurate, high quality records and databases
- 22.Experience of developing and maintaining excellent working relationships at all levels (internal and external)
- 23.Experience of coping well when under pressure from competing priorities, unpredictable requests and interruptions
- 24.Experience of multi-tasking and organising complex, time critical activities
- 25.Experience of working in an environment which requires adherence to confidentiality policies and procedures
- 26.Experience of developing, maintaining and reviewing administrative processes to ensure they are fit for purpose
- 27.Experience of maintaining electronic and paper filing systems
- 28.Experience of demonstrating respect for equality, diversity and inclusion
Desirable
- 1.Ability to update intranet and internet sites
- 2.Experience of using a range of computerised software for travel and accommodation bookings (eg. Redfern)
- 3.Experience of making routine presentations
- 4.Experience of using a range of computerised software e.g. SharePoint, MS Project
- 5.Experience in dealing with and organising large groups of people, committees or contractors
Qualifications
Essential
- Degree or equivalent experience
Desirable
- 1.Professional secretarial qualification or equivalent training
- 2.Evidence of continued professional development
Person Specification
Knowledge and Understanding
Essential
- 1.An understanding of administrative and business management procedures
- 2.Knowledge and understanding of confidentiality within the workplace (particularly within the NHS)
- 3.Knowledge and understanding of Equality Act (2010)
- 4.Knowledge and understanding of Freedom of Information Act (2000)
- 5.Knowledge and understanding of Data Protection Act/General Data Protection Regulations (2018)
Desirable
- 1.Sensitive to the characteristics of working in an open plan office environment
Other
Essential
- 1.Commitment to own personal and continued professional development
Desirable
- 1.Sensitive to the characteristics of working in an open plan office environment
Experience
Essential
- 1.Proficient IT skills and ability to use Microsoft Office packages (i.e. Outlook/Word/Excel/PowerPoint)
- 2.Excellent communication skills (In writing and orally) with the ability to communicate at all levels with discretion and sensitivity
- 3.Excellent attention to detail with the ability to provide and receive complex and or technical information effectively
- 4.Ability to plan and manage own work to consistently meet competing deadlines
- 5.Ability to work on own initiative with minimal supervision as well as the ability to work as part of a team
- 6.Ability to efficiently prepare high quality and accurate minutes of formal and informal meetings
- 7.Ability to draft accurate and well-presented correspondence to a high standard
- 8.Excellent numeracy skills to facilitate data analysis and data reporting for a senior audience
- 9.Ability to plan and organise complex activities using a systematic, thorough and logical approach
- 10.Ability to liaise with staff and customers at all levels (internal and external)
- 11.Excellent interpersonal skills that demonstrate diplomacy and professionalism
- 12.Ability to work in an environment where there are frequent interruptions without compromising the quality of work
- 13.Ability to persuade and motivate others to deliver objectives
- 14.Ability to maintain confidentiality and work with sensitive and personal information
- 15.Excellent keyboard skills (at least 50wpm with a
- 90% accuracy rate)
- 16.Ability to work flexibly to meet changes or emerging business needs
- 17.A high levels of personal resilience
- 18.Significant experience of working as a Personal Assistant at Director/Senior level within complex organisations
- 19.Experience of producing high quality minutes of senior level meetings
- 20.Experience of providing very complex diary management to Director and senior managers
- 21.Experience of maintaining accurate, high quality records and databases
- 22.Experience of developing and maintaining excellent working relationships at all levels (internal and external)
- 23.Experience of coping well when under pressure from competing priorities, unpredictable requests and interruptions
- 24.Experience of multi-tasking and organising complex, time critical activities
- 25.Experience of working in an environment which requires adherence to confidentiality policies and procedures
- 26.Experience of developing, maintaining and reviewing administrative processes to ensure they are fit for purpose
- 27.Experience of maintaining electronic and paper filing systems
- 28.Experience of demonstrating respect for equality, diversity and inclusion
Desirable
- 1.Ability to update intranet and internet sites
- 2.Experience of using a range of computerised software for travel and accommodation bookings (eg. Redfern)
- 3.Experience of making routine presentations
- 4.Experience of using a range of computerised software e.g. SharePoint, MS Project
- 5.Experience in dealing with and organising large groups of people, committees or contractors
Qualifications
Essential
- Degree or equivalent experience
Desirable
- 1.Professional secretarial qualification or equivalent training
- 2.Evidence of continued professional development
