NHS - Personal Assistant/Office Administrator
The Princess Alexandra Hospital NHS Trust (PAHT) provides a full range of general acute, outpatient and diagnostic services at The Princess Alexandra Hospital in Harlow, the Herts and Essex Hospital in Bishop’s Stortford, and St Margaret’s Hospital in Epping.
Our values
The Princess Alexandra Hospital NHS Trust (PAHT) promise to our patients, as identified by our three values which will contribute to improving our patients’ experiences, is:
Patient at heart – Always holding the patient and their wellbeing at the centre of our thoughts and efforts.
Everyday excellence – Sharing and celebrating our successes, being honest when we get it wrong, giving us the ability to learn from both.
Creative collaboration – Knowing strength comes from diversity, we combine our experiences, skills and talents, working together to find new and better ways to care.
Job overview
You will provide day-to-day administrative and dedicated PA support to the senior management team.
You will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation.
You will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties.
You may work with colleagues who are based at different sites and/or who work remotely.
Main duties of the job- Provide PA administrative support to the Senior Management Team and their deputies including co-ordinating performance / quality reports, diary management, organising meetings with senior staff members as requested and ensuring relevant papers are available in advance of meetings.
- Co-ordinate and attend agreed monthly meetings in liaison with the relevant meeting Chair.
- Prepare and distribute agendas and notes of the meeting, minute meetings and proactively administer action logs to track actions and ensure their completion in timely manner.
- Minute taking of meetings and co-ordination and minute taking of individual staff performance reviews/ disciplinary meetings
- Maintain and update the Health Care group Health Roster system, ensuring that leave entitlement and leave taken, including annual and sickness is recorded both timely and accurately.
Provide a liaison role for any HR queries/issues. Maintain and update HR records, completing all necessary paperwork e.g. staff
Working for our organisation
Our Organisation
The Princess Alexandra Hospital NHS Trust (PAHT) provides a full range of general acute, outpatient and diagnostic services at The Princess Alexandra Hospital in Harlow, the Herts and Essex Hospital in Bishop’s Stortford, and St Margaret’s Hospital in Epping.
We employ 3,500 staff and serve a local population of around 350,000 people living in west Essex and east Hertfordshire, centred on the M11 corridor and the towns of Harlow, Bishop’s Stortford and Epping. Our extended catchment area incorporates a population of up to 500,000 and includes the areas of Hoddesdon, Cheshunt and Broxbourne in Hertfordshire.
Our Values
The Princess Alexandra Promise to our patients as identified by our 3 values which will contribute to improving our patient experiences:
Patient at heart – Always holding the patient and their wellbeing at the centre of our thoughts and efforts
Everyday excellence – Sharing and celebrating our successes, being honest when we get it wrong, giving us the ability to learn from both
Creative collaboration – Knowing strength comes from diversity, we combine our experiences, skills and talents, working together to find new and better ways to care
The Trust believes in investing in all our staff and rewarding high standards of care whilst building for excellence and in return we expect our staff to uphold the Trust values to the highest level.
Detailed job description and main responsibilities
Please see the attached job description and person specification. This is available to download at any time.
Person specification
Experience
Essential criteria- Recent, relevant experience working in an office environment within a healthcare setting experience and working with patient administration systems
- Experience in setting up simple databases and knowledge of Excel, Word, Outlook
Skills and knowledge
Essential criteria- Excellent communication skills and able to communicate in an empathetic and reassuring manner in contentious situations
- Ability to manage workload, prioritise appropriately to meet deadlines which occasionally are inflexible.
- Ability to work within a team
- Ability to produce high quality reports and minutes
Personal qualities
Essential criteria- Flexible and self-motivated, enthusiastic with a commitment to working as part of a team.
What we can offer you:
- Full induction and onboarding process in our organisation
- Free car parking for our staff
- Structured pay scheme, including additional living supplement to your basic salary
- Minimum 27 days’ annual leave plus bank holidays (pro rata for part time staff)
- Access to our Alex Lounge, our staff only rest area with free tea and coffee
- Access to NHS Pension scheme
- Flexible working options available, in line with our flexible working policy
- Onsite creche facilities
- Annual appraisals with career pathways
- In-house training courses
- Discounted hospital restaurant
- Staff health and wellbeing health services and complimentary health provision
- Our Trust is committed to promoting equality of opportunity for all its employees. We welcome applications from anyone who meets the specific criteria of the post regardless of age, disability, ethnicity, gender, gender reassignment, marital status, pregnancy, religion or belief or sexual orientation. Reasonable adjustments to the interview process can also be made for any candidates with a disability
- All new colleagues joining PAHT will be subject to a probationary period of six months
- The closing date given is a guide only. There may be some occasions where we have to close a vacancy once sufficient applications have been received. It is therefore advisable that you submit your application as early as possible to avoid disappointment
- Our Trust is committed to safeguarding and promoting the welfare of children and young people, and vulnerable adults. Offers of employment are subject to pre-employment NHS screening checks
- Providing false or misleading information or unsatisfactory pre-employment checks may result in the offer of a post being withdrawn