Personal Assistant
Job overview
Job Title : Personal AssistantSubstantive : Permanente Full Time
Working Hours : 37.5hrs Per week
Working Pattern: Monday to Friday between 08:00 - 17:00
Service: Support Services
We are looking to appoint a motivated and enthusiastic person who has excellent personal assistant, organisational, administrative and interpersonal skills, and a high level knowledge of Microsoft Office software, i.e. Outlook, Word, Excel etc.
The main requirements of the role will be to ensure the delivery of a comprehensive, high quality secretarial and administrative service to the Senior Management Team, including diary management, meeting preparation and formal minute taking, typing/word processing of letters, reports, and other correspondence.
Essential educational, skills, knowledge and experience requirements are detailed in the Job Description and Person Specification. This is a very busy role and the successful candidate will need to be able to work without direct supervision to meet challenging demands and should be able to evidence their experience of working in a similar role.
This role is for 37.5 per week, working Monday-Friday between the hours of 0800-1700. The post holder will need to be flexible as they may be required to undertake cross site working to cover annual leave/sickness to meet the needs of the service.
Main duties of the job
o To provide a comprehensive administrative support role to the Senior Management Team, including drafting and producing reports/letters/action trackers, business documents etc, ensuring any follow-up action is taken.
o To arrange meetings, 1:1s, appraisals, away days, briefing sessions conferences, training, interviews, conference calls etc, including venues, refreshments, audio-visual/PowerPoint requirements: and co-ordinate the papers required by the Senior Management Team
o To develop and maintain an up-to-date diary management process for the Senior Management Team organising and co-ordinating meetings where necessary, managing competing demands and prioritising where appropriate;o To deal proactively with correspondence and other forms of communication on behalf of the Senior Management Team liaising with other teams to collect and exchange information and draft replies for approval where appropriate.
o To set up and maintain appropriate database, tracking mechanisms and distribution systems for the recording of information e.g. meeting cycles, business returns, staff lists etc.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Working for our organisation
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence^® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care.We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Detailed job description and main responsibilities
o To be responsible for ordering the day-to-day stock requirements for Senior Management Team, including stationery and equipment. Raise requisition orders in line with Standing Financial Instructions via e procurement electronic ordering system;o To maintain an efficient and accurate personal file system for all staff accountable to the Senior Management Team
o To record all annual leave and sickness absence for all staff accountable to the Senior Management, ensuring that all relevant documentation is completed and forwarded, in a timely manner.
o To organise induction programmes for new members of staff, as required, and support new staff to the Trust as part of the induction process.
o To act as a point of contact for the Senior Management Team, as appropriate, either by telephone, letter, fax, email or in person, presenting at all times a welcoming, friendly, and helpful attitude.
o To manage inbox, screen emails, fax and correspondence addressed to the Senior Management Team and using judgement to establish the validity and priority of the contact, take action where appropriate, and flag to the relevant manager or director, those that require urgent attention;
o To liaise with staff across the Trust, professional groups, individuals, service users and external agencies.
o To prepare summaries and outline reports and correspondence concerning more complex matters under the direction, and at the discretion of the Senior Management Team
o To set up, attend service meetings: to circulate in advance of the meeting appropriate documentation and after the meeting, to prepare action notes/minutes as required, in accordance with Trust guidelines.
o To take responsibility for progressing issues raised within workload.
o To manage competing demands on work time and prioritise work when necessary.
o To work unsupervised or with minimum supervision on a daily basis.
For further details please see the attached job description.
Person specification
Qualifications
Essential criteria- see supporting documents
Experience
Essential criteria- see supporting documents
- see supporting documents
Knowledge
Essential criteria- see supporting documents
- see supporting documents
Skills
Essential criteria- see supporting documents
- see supporting documents
To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust’s Values and Behaviours which can be accessed on the right side of this page under the job description.The Supporting Information Section in your application should therefore reflect your understanding of the Trust’s Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.
The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed.Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.
In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests).This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.
UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.
If you are successful at interview you will receive a conditional offer of employment and we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.
We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.
Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.
All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders