The Liverpool Heart & Chest Hospital have an exciting opportunity for an Apprentice Personal Assistant to work within the Executive Office Team.
The post holder will gain diverse administration experience and will be given support and time to complete a Level 3 Business Administrator Apprenticeship. The ideal candidate would be hard working with a desire to develop into a role within the NHS.
Main duties of the job
1. Provide PA support to the Executive and Non-Executive Director team, undertaking diary management and secretarial support to meetings.
2. Greeting visitors that call at the Executive Office and directing them as required.
3. Prepare reports and presentation material.
4. Interact professionally with both internal and external colleagues.
5. Provide secretarial support to the Daily Safety Huddle led by the Chief Executive Officer/Director of Nursing, Safety & Quality and other ad hoc project groups.
6. Sorting and management of post.
7. Checking and ordering stationery stock.
8. Answering telephone calls and relaying messages efficiently and effectively and exercising judgement in redirecting responses where appropriate.
9. Implementing processes for forward planning, i.e., bring forward system and alerts for meeting deadlines and targets.
10. Typing production of documents and template preparation.
11. Record, transcribe and distribute minutes of meetings in line with the department's key performance indicators.
12. Safeguarding and ensuring confidentiality of all documentation particularly Board / Committee papers, patient case notes and commercially sensitive information.
13. Raising and receipting invoices.
14. Co-ordination of travel arrangements, conference booking, events and meetings.
15. Covering for colleagues during periods of annual leave / sickness.
About us
As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.
We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community.
We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.
Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms.
Job responsibilities
The post holder will provide secretarial and administrative support to the overall Executive administration function of the Executive Office. The successful applicant will be required to have a professional and flexible approach, be able to prioritise and manage their workload and respond positively.
Person Specification
Qualifications & Education
* Knowledge of Microsoft Office and IT Skills (RSA 2, NVQ Level 2 or equivalent)
* GCSE in Maths and English, grade A-C or 4 and above
Knowledge & Experience
* Experience with dealing with a range of enquiries - face to face, by telephone and by email
* Conversant with secretarial procedures / administrative practice
* Previous NHS secretarial / office experience / diary management
* Able to use suite of software and advanced keyboard skills
Skills & Abilities
* Able to organise own tasks efficiently, prioritise workload and meet deadlines
* Excellent organisational and time management skills
* Attention to detail and able to concentrate and quality check work
* Friendly, confident and personable
* Excellent communication and interpersonal skills
* Able to work on own initiative
* Ability to work as part of a team
* Ability to maintain confidentiality and discretion
* Ability to transcribe minutes
* Able to arrange meetings for a number of people
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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