Personal Assistant
NHS AfC: Band 4
Main area
Administration
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Part time - hours per week Job ref
-CHI-8- Site
Kingsway Hospital
Town
Derby
Salary
£, - £, per annum, pro rata
Salary period
Yearly
Closing
//5 :
Want to make a real difference and have a truly rewarding career? Join 'Team Derbyshire Healthcare' and become part of a talented, compassionate and enthusiastic workforce committed to a vision of ‘making a positive difference in people's lives’.
We’ve been rated ‘good’ overall by the CQC, with some outstanding services. The CQC commented at our most recent inspection on how our colleagues “treated patients with compassion and kindness” and “felt positive and proud about working for the trust.
We are passionate about making equality, diversity and inclusion part of our DNA. We take pride in our “People First Culture” which creates a workplace where everyone feels a genuine sense of belonging, difference is celebrated, and people are comfortable to bring their whole selves to work. We value the richness that comes from having colleagues that are fully representative of the local community. We welcome people who identify as Black, Asian or from a Minority Ethnic background, protected characteristics, and with all backgrounds and experiences.
Job overview
We are seeking a highly organised and proactive Personal Assistant (PA) to provide a comprehensive, high quality secretarial service to General Managers and Area Service Managers within Operational Services.
In this pivotal role, you’ll ensure the smooth day-to-day running of operations by dealing with enquiries and referrals to the department promptly and in accordance with Trust policy and procedure.
You will also support and co-ordinate secretarial services, including the preparation of agendas and papers, minute taking, taking follow up action as required, diary management of multiple diaries, processing letters and other jobs noted in the key results section.
Main duties of the job
1.Provide a comprehensive secretarial service in writing and electronically, including word processing of agendas and papers, letters, notes, minute taking, producing action matrix and other routine correspondence.
2.Effectively manage electronic diaries on a daily basis for General Manager and Area Service Managers, using Microsoft Outlook.
3.
To work autonomously on own initiative, unsupervised, to manage and prioritise own workload. Using own electronic calendar and Outlook flag system to plan workload and training.
4.
Provide full support to a range of professional senior management operational and performance meetings, including note taking, room booking or virtual room booking. Coordinating diaries to arrange meetings for internal staff and external agencies. Attending the meetings in person or virtually. Downloading meeting videos for note taking where applicable.
5.
Undertake a range of word processing tasks including typing from video, typing letters, typing minutes, typing job descriptions, statements for investigations.
6.Support the Trust’s various disciplinary, investigation and complaint processes. Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information with sensitive, complex or distressing contents. This will require adjustment to work schedule as this takes priority and has a short deadline.
7.
Provide cover for other Personal Assistants and the Office Manager as required.
Working for our organisation
We are passionate about making equality, diversity and inclusion part of our DNA. We take pride in our “People First Culture” which creates a workplace where everyone feels a genuine sense of belonging, difference is celebrated & people are comfortable to bring their whole selves to work. We value the richness that comes from having colleagues that are fully representative of the local community. We welcome people who identify as Black, Asian or from a Minority Ethnic background, protected characteristics, and with all backgrounds and experiences.
Join 'Team Derbyshire Healthcare' and become part of a talented, compassionate and enthusiastic workforce committed to a vision of ‘making a positive difference in people's lives’.
CQC rated us as 'GOOD’ overall, commenting on how our colleagues “treated patients with compassion and kindness” and “felt positive and proud about working for the Trust.”
Benefits include:
Commitment to flexible working where this is possible
days annual leave/year plus bank holidays, increasing to days after 5 years & days after years’ service
Yearly appraisal and commitment to ongoing training
Generous NHS pension scheme
Good maternity, paternity and adoption benefits
Health service discounts and online benefits
Incremental pay progression
Free confidential employee assistance programme /7
Access to our LGBT+ network, BAME Network and Christian Network
Health and wellbeing opportunities
Structured learning and development opportunities
Detailed job description and main responsibilities
Provide a comprehensive secretarial service orally, in writing and electronically, including audio typing/word processing of agendas and papers, letters, notes, minute taking, producing action matrix, and other routine correspondence.
Produce/adapt/design documents, charts, tables etc., by use of Microsoft IT packages, Word, Excel, Access for services and disseminate information via email.
Effectively manage electronic diaries on a daily basis for General Manager and Area Service Managers, using Microsoft outlook. Ensure effective daily time management.
To work autonomously on own initiative, unsupervised, to manage and prioritise own workload, delegating tasks as appropriate. Using own electronic calendar and Outlook flag system to plan workload and training. To complete a range of work that is routine and non-routine. To plan and organise own workload, some on-going. This will need constant review and amendment by yourself to meet daily demands and needs of the service.
Ensure the maintenance of accurate and efficient electronic filing systems, ensuring strict confidentiality of client/staff identifiable information.
Provide full support to a range of professional senior management operational and performance meetings including note taking, room booking or virtual room booking. Coordinating diaries to arrange meetings for internal staff and external agencies. Attending the meetings in person or virtually. Downloading meeting videos for note taking where applicable.
To ensure emails are reviewed and acted upon promptly. Setting up and maintaining an action list to ensure they are completed to deadline.
Undertake a range of Word processing tasks including audio typing, typing from video, typing letters, typing minutes, typing job descriptions, statements for investigation.
This includes typing notes or information written by someone else.
To collect details for operational structures, and contacts. Keeping them accurate and up to date. Disseminating to others in the Trust.
Support the Trust’s various disciplinary, investigation and complaint processes. These are not routine and will disrupt workload. Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information with sensitive, complex, or distressing contents. This will require adjustment to work schedule as this takes priority and has a short deadline.
Prioritise and undertake general administrative tasks, including photocopying, filing, scanning, processing of mail etc.
Receive and make telephone calls, taking messages and dealing with enquiries appropriately and ensuring accurate and timely communication of messages.
Ensure timely collection and production of statistical data relating to the service as directed and forwarding relevant information to other Trust Departments as necessary.
Record and monitor consultant annual leave on a database.
Maintain and update staff personal files as delegated. To contribute to a high-quality front of house service for all service users and visitors to
the base. Ensure cleanliness and tidiness of the reception waiting area and meetings rooms. Maintain a professional and confidential approach to work at all times.
To be familiar with and comply with relevant Trust, Operational, Personnel and Health and Safety procedures.
Arrange onsite maintenance including raising of new work requisitions for repairs via the Trust Estates department.
Contribute to recruitment and selection processes and interviews as required and requested.
Provide cover for other Personal Assistants, and the office manager as required.
Willingness to travel to other bases.
Ensure the provision/procurement of all stock and non-stock supplies for the services, ensuring receipt of all goods via Trust Procedures as appropriate and necessary.
Undertake staff surveys as required.
As an employer and sponsor licence holder, to be able to provide sponsorship to overseas nationals via the Skilled Worker route we must ensure that we adhere to the sponsorship requirements set by UK Visa’s and Immigration. Please note that as the current salary threshold is £, it is unlikely we will be able to offer sponsorship for this post as without 2 years previous NHS Service at Band 3 you will commence at the bottom of the pay band which currently does not meet the minimum salary requirement for sponsorship (bank and agency service is excluded). This would apply to anyone who has current time limited right to work in the UK and would require sponsorship in the near future commencing at the bottom of the band. For details on eligibility criteria for a Skilled Worker visa, please follow this link to the website
Person specification
Essential criteria
Essential criteria
GCSE English Grade C or new Grade 4 or equivalent.
Typing Qualification (to RSA III standard) or equivalent typing or word processing qualification/demonstrable experience.
NVQ level 3 or demonstrable experience
Experience and knowledge of using variety of software programmes including Microsoft Outlook, Word, Excel and PowerPoint
Experience of diary/email management using Outlook and arranging meeting
Experience of formal note taking of meetings
Desirable criteria
CLAIT/IBT2/ECDL or equivalent IT qualification/demonstrable experience
Experience of managing multiple diaries
To travel to other premises to cover colleagues and to attend and support meetings (driving licence not essential)
Essential
Essential criteria
GCSE English Grade C or new Grade 4 or equivalent.
Typing Qualification (to RSA III standard) or equivalent typing or word processing qualification/demonstrable experience.
Further details / informal visits contact
NameJenny WoolleyJob titlePA / Admin Team ManagerEmail number
