Personal Assistant – Estates and Facilities

Thank you for your interest in this vacancy! We highly recommend reading our Tips on how to apply page to give you an insight on how applications are scored & shortlisted by our Recruiting Managers. These tips have been provided to give you a better chance of being shortlisted for our vacancies.

Please note that if you apply for a position with North Bristol NHS Trust, you may be contacted via TRAC or via email. This includes invites for job interviews. We therefore recommend that you regularly check your TRAC Account and email accounts including junk and spam folders.

Our job adverts may close as soon as sufficient applications have been received. Considering this, if you are interested in this role, please do apply as soon as you can.

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Job overview

• Are you a skilled, organised and proactive multi-tasker?
• Do you have excellent secretarial, and administrative skills?
• Are you an articulate listener, producing high quality minutes?
• Can you engage confidently with colleagues at all levels?

You will have great opportunities to develop your understanding of often unseen but essential services that support patient care, staff and patient experience.

Main duties of the job

• Are you a skilled, organised and proactive multi-tasker?
• Do you have excellent secretarial, and administrative skills?
• Are you an articulate listener, producing high quality minutes?
• Can you engage confidently with colleagues at all levels?

You will have great opportunities to develop your understanding of often unseen but essential services that support patient care, staff and patient experience.

• PA to the Director of Operational Estates and Facilities together with administrative support to the Senior Management Team (SMT) of the Estates and Facilities Division
• Manage multiple diaries.
• Use a variety of Microsoft packages to prepare correspondence, spread sheets and presentations.
• Ensure good communication flow within the team, circulating information and keeping everyone up to date with administration issues.

Working for our organisation

Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

• Specific role of PA to the Director of Operational Estates and Facilities together with administrative support to the Senior Management Team (SMT) of the Estates and Facilities Division
• Manage multiple diaries ensuring they are kept up to date at all times
• Ensure meeting appointments are accurately diarised, and the details are checked and confirmed with the meeting organisers ahead of the appointment and papers made available as appropriate
• Monitor and manage multiple email accounts, responding where appropriate, drawing attention to any urgent issues and ensuring that they are brought forward, filed and actioned.
• Use a variety of Microsoft packages to prepare correspondence, spread sheets and presentations, using judgement and skills to display the information appropriately and in accordance with the corporate style
• Deal with internal and external post, emails and telephone calls
• Receive and deal appropriately with highly sensitive and contentious information, maintaining confidentiality at all times
• A willingness to participate in any training that would be commensurate with the job description
• Ensure good communication flow within the team, circulating information and keeping everyone up to date with administration issues
• Maintain electronic and filing systems, ensuring all filing is dealt with promptly and efficiently and in according with the General Data Protection Regulation (GDPR) and confidentiality rules
• Typing correspondence in both written and audio formats, reports, papers and other items required for the efficient communication with the Division
• Preparation of agendas and associated paperwork and the undertaking of minutes at various Divisional and Trust meetings
• Creation of Action Logs to ensure governance of department / Trust decisions made
• Deal with telephone enquiries relevant to the Division, seeking advice where necessary
• Photocopying, scanning, and other administrative duties to ensure the efficient running of the Division
• To produce report / graphs illustrating data
• With the assistance of the management team create action plans, manage and update withing required timescales
• Agree and undertake a personal development plan through the appraisal process with Line Manager
• Other duties commensurate to the grate of the post and the needs of the Division as agreed between the post holder and the Line Manager
• Coordinate Division appraisal returns and act as main contact for team
• When necessary, support SMT with raising Purchase Orders and receipting invoices through the EROS system
• Maintaining log of all Purchase Orders raised to ensure prompt payment of suppliers
• General overview and support as a contact for Trust Charitable Funds
• Division Sharepoint / LINK intranets: maintain, refresh periodically, update information and documents. Ensure always user friendly and assessable to those who need to view
• Assist with IT orders for equipment and services
• Support recruitment, onboarding, and induction of new members of the senior team
• Organises events, conferences, award ceremonies

Person specification

Shorlisting Criteria

• Excellent organisational skills
• Sound working knowledge of Microsoft packages
• High standard of oral and written English
• Experience of supporting a senior management team
• Experience of formal minute taking

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.

North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.