Job summary
Join our dynamic team as a Personal Assistant!
Dive into a role where every day brings new challenges and opportunities. As the right hand to our leaders, you'll be the driving force behind seamless operations, organisation, and efficiency. If you thrive in a fast-paced environment and excel at balancing multiple tasks with finesse, this is your chance to make a difference to Postgraduate Doctors and Dentists in Training across Yorkshire and the Humber.
We are looking for an individual who is resourceful, enthusiastic and who can provide excellent administrative support to the Postgraduate Dean and Head of Function. You will need to be organised, efficient and accurate and be able to prioritise work. The post holder will be expected to deliver a quality service to the Postgraduate Dean and the Head of Function. If this sounds like you we'd welcome your application!
The PMO team is a central part of the Yorkshire and Humber (YH) Deanery, dedicated to supporting the Head of Function (HoF) and the Postgraduate Dean (PGD) in overseeing the corporate and strategic functions of the Deanery.
The post holder will be based at either Riverside House in Rotherham (South Yorks) or Blenheim House in Leeds (West Yorks), there is the expectation that the post holder will work from the office a minimum of 2 days per week (pro rata). There will be a requirement for the post holder to travel to other offices within Yorkshire and Humber region as well as external venues.
Main duties of the job
The main duties of the role include providing a full office management service to the Postgraduate Dean and the Head of Function, this includes meeting administration, supporting them with line management tasks, diary support and email management. The successful candidate would be able to draft communications, papers and presentations on behalf of the Postgraduate Dean and the Head of Function.
The post holder will be responsible for developing reports for the Postgraduate Dean and the Head of Function on performance and compliance by using the data and systems in place. They will liaise with Directorates to support core business and ensure deadlines are met.
Further to the above the post holder will be required to liaise with stakeholders from a range of organisations.
About us
The NHS England board have set out the top-level purpose for the new organisation to lead the NHS in England to deliver high-quality services for all, which will inform the detailed design work and we will achieve this purpose by:
- Enabling local systems and providers to improve the health of their people and patients and reduce health inequalities.
- Making the NHS a great place to work, where our people can make a difference and achieve their potential.
- Working collaboratively to ensure our healthcare workforce has the right knowledge, skills, values and behaviours to deliver accessible, compassionate care
- Optimising the use of digital technology, research, and innovation
- Delivering value for money.
If you would like to know more or require further information, please visithttps://www.england.nhs.uk/.
Colleagues with a contractual office base are expected to spend, on average, at least 40% of their time working in-person.
Staff recruited from outside the NHS will usually be appointed at the bottom of the pay band.
Job description
Job responsibilities
For full details please see the job description document.
Supporting the Director to deliver their business quickly and efficiently to a high standard and undertake a variety of activities (such as diary support, liaising with internal and external stakeholders, as well as long term business and calendar planning) to allow this senior member of staff and NHSE more widely to deliver their responsibilities.
Providing a full office management service, including personal assistant support and day to day running of the complex requirements of running the PA and office management function for the Director. This includes organising meetings and events for a range of senior stakeholders ensuring the preparation of agendas, all logistical arrangements, note/formal minute taking and producing records.
Managing and maintaining the Directors, diary, ensuring that all meetings, conferences and other events are appropriately planned and co-ordinated, with briefings provided where necessary.
Providing a business management function to the Directors office ensuring that administrative processes are effective and efficient, liaising with appropriate teams across NHSE as required.
Provide coordination of and participate in relevant internal and external working groups and provide project support where requested.
Job description
Job responsibilities
For full details please see the job description document.
Supporting the Director to deliver their business quickly and efficiently to a high standard and undertake a variety of activities (such as diary support, liaising with internal and external stakeholders, as well as long term business and calendar planning) to allow this senior member of staff and NHSE more widely to deliver their responsibilities.
Providing a full office management service, including personal assistant support and day to day running of the complex requirements of running the PA and office management function for the Director. This includes organising meetings and events for a range of senior stakeholders ensuring the preparation of agendas, all logistical arrangements, note/formal minute taking and producing records.
Managing and maintaining the Directors, diary, ensuring that all meetings, conferences and other events are appropriately planned and co-ordinated, with briefings provided where necessary.
Providing a business management function to the Directors office ensuring that administrative processes are effective and efficient, liaising with appropriate teams across NHSE as required.
Provide coordination of and participate in relevant internal and external working groups and provide project support where requested.
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area
- Experience as an Executive Assistant or Personal Assistant
Desirable
- Demonstrated experience in a Healthcare environment
Knowledge and Experience
Essential
- Experience of working as a Personal Assistant in a highly challenging environment or other similar experience
- Experience of meeting administration
- Experience of drafting briefing papers and correspondence at senior management level
- Proficient in the use of IT and Microsoft Office packages or other systems
Desirable
- Experience of drafting briefing papers and correspondence at senior management level
- Demonstrated experience of co-ordinating projects and people in complex and challenging environments
Skills and Capabilities
Essential
- Use effective communication skills including negotiation, influencing and conflict management skills, where the subject matter is complex and/or sensitive
- Demonstrates ability to manage own workload and make informed decisions in the absence of required information, working to tight and often changing timescales
- Demonstrates capability to act upon incomplete information, using experience to make inferences and decision making
- Ability to prepare and produce concise yet insightful communications for dissemination to senior stakeholders and a broad range of stakeholders as required
Desirable
- Knowledge and experience of Financial Systems e.g. monitoring budget management, processing invoices and procurement of equipment and supplies
Values and Behaviours
Essential
- Uses motivational and negotiating skills to encourage collaborative working
- Shows care and compassion and remains calm under pressure
- Confident and effective communicator
Desirable
- Promotes equality of opportunity and good working relations, providing practical leadership
- Behave in a way that is consistent with the NHS Constitution and NHSE's Values and Behaviours
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area
- Experience as an Executive Assistant or Personal Assistant
Desirable
- Demonstrated experience in a Healthcare environment
Knowledge and Experience
Essential
- Experience of working as a Personal Assistant in a highly challenging environment or other similar experience
- Experience of meeting administration
- Experience of drafting briefing papers and correspondence at senior management level
- Proficient in the use of IT and Microsoft Office packages or other systems
Desirable
- Experience of drafting briefing papers and correspondence at senior management level
- Demonstrated experience of co-ordinating projects and people in complex and challenging environments
Skills and Capabilities
Essential
- Use effective communication skills including negotiation, influencing and conflict management skills, where the subject matter is complex and/or sensitive
- Demonstrates ability to manage own workload and make informed decisions in the absence of required information, working to tight and often changing timescales
- Demonstrates capability to act upon incomplete information, using experience to make inferences and decision making
- Ability to prepare and produce concise yet insightful communications for dissemination to senior stakeholders and a broad range of stakeholders as required
Desirable
- Knowledge and experience of Financial Systems e.g. monitoring budget management, processing invoices and procurement of equipment and supplies
Values and Behaviours
Essential
- Uses motivational and negotiating skills to encourage collaborative working
- Shows care and compassion and remains calm under pressure
- Confident and effective communicator
Desirable
- Promotes equality of opportunity and good working relations, providing practical leadership
- Behave in a way that is consistent with the NHS Constitution and NHSE's Values and Behaviours
