Job summary
We are recruiting for a Personal Assistant to the Divisional Director of Operations who shares our vision to be trusted to provide consistently outstanding care and exemplary service to our patients.
We are looking for an individual with excellent communication and organisational skills, to join our admin team to ensure the smooth running of the Division.
The position will provide full support to the Divisional Director of Operations and The Head of Operations of the Division.
The post holder will be required to work alongside the other administrative assistants to ensure the smooth running of the Divisional leadership Office.
Our Values are I nclude, R espect and I mprove. It is important that you understand and refer to our values during your recruitment process and beyond!
Main duties of the job
The Personal Assistant to the Divisional Divisional Director of Operations is responsible for providing high quality, efficient and proactive diary management, and high-level administrative and secretarial support to enable them to fulfil their role effectively.
The ideal candidate will be able to communicate effectively and manage a varied workload to a high standard.
They will be highly proactive and personable, with the ability to work independently and part of a wider team. This is an excellent opportunity for those with excellent diary management experience.
About us
At East and North Hertfordshire NHS Trust, we are proud of the range of general & specialist services we provide & our 6,000 or so dedicated staff ensure our patients get the best care. Our ability to be flexible & innovative in the way in which we work and deliver our services to our catchment has never been more important than it is now.
We run the following hospitals:
1. The Lister Hospital, Stevenage
2. New Queen Elizabeth II (New QEII), Welwyn Garden City
3. Hertford County, Hertford
4. Mount Vernon Cancer Centre (MVCC), Northwood
We have ambitious plans to become an outstanding, patient-led Trust where dedicated staff provide high-quality, compassionate care to our patients. We continue to undergo significant transformation; our staff & patients are at the heart of delivering this ambitious agenda.
We understand that finding and starting a new job is an important life decision. If you need reasonable adjustments for a disability, or a life event, such as menopause - so that we can consider your application fairly & to get the best out of you during the selection process, please let us know.
We are committed to a positive work life balance for our employees. Employees are entitled to seek to work flexible working patterns & we are committed to listen and consider all requests. Such requests, of course, have to be made & considered formally, & will need to be balanced against service needs, but our starting point will always be to find ways to support making them happen.
Job description
Job responsibilities
Please see the attached Job Description and Person Specification applicant pack for further detailed information regarding this role
Person Specification
Qualifications
Essential
5. GCSE or equivalent level of experience of working at a similar level in related area.
6. Thorough knowledge of administrative procedures, including specialist software packages
7. Minute talking qualifications and / or experience
Desirable
8. Minute talking qualifications and / or experience
Previous Experience
Essential
9. Demonstrable secretarial and administrative experience
10. Team working with staff from a variety of disciplines and levels of seniority
11. Experience of coordinating meetings, agendas and preparing relevant material
12. Proven ability to work in a highly pressurized environment with competing priorities
13. Office administration in a busy environment
Desirable
14. Analysing data and preparation of reports
Skills
Essential
15. Excellent verbal and written communication skills, including a good telephone manner
16. Tact, diplomacy, and confidentiality
17. Strong IT skills (Microsoft Office and digital systems)
18. Able to communicate effectively with senior staff, directors, and other senior managers across the Trust.
19. Exceptional organisational and time management skills in terms of prioritisation, managing diaries, appointments, meetings and filing record systems
20. Aptitude to enhance personal development and own skills
21. Proven ability to take initiative and manage a busy office
22. Flexibility and adaptability
23. Proven decision-making skills
24. Ability to initiate and sustain independent case and project work
25. Proactive - to anticipate difficulties and deal with them without reference to the director
Knowledge
Essential
26. Competent user of MS Office Packages Complex diary management skills
Desirable
27. Previous experience in the NHS
28. Broad understanding of the NHS Strategies and key issues affecting the service
Other Requriements
Essential
29. Understanding of, and commitment to, equality, diversity and inclusion
30. Role model our Trust values every day
31. Team player
32. Willingness to learn and progress
33. Willingness to work flexibly