Job summary Job Title : Personal Assistant Substantive : 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. About us 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. Date posted 15 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum Contract Permanent Working pattern Full-time Reference number 218-AC-B4-6933447 Job locations Newfield House Kingfield Road Coventry CV1 4DW Job description Job 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. Job description Job 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 see supporting documents Experience Essential see supporting documents Desirable see supporting documents Knowledge Essential see supporting documents Desirable see supporting documents Skills Essential see supporting documents Desirable see supporting documents Person Specification Qualifications Essential see supporting documents Experience Essential see supporting documents Desirable see supporting documents Knowledge Essential see supporting documents Desirable see supporting documents Skills Essential see supporting documents Desirable see supporting documents 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name University Hospitals Coventry and Warwickshire NHS Trust Address Newfield House Kingfield Road Coventry CV1 4DW Employer's website https://www.jobsatuhcw.co.uk (Opens in a new tab)