Band 4 Personal Assistant to Hospital Senior Leadership Team
University Hospitals Birmingham NHS Foundation Trust
As our current PA will be taking maternity leave, we invite applications to the Hospital Senior Leadership Team at Good Hope Hospital for a period of 12 months.
You will provide an invaluable and critical service to the Hospital Senior Leadership Team who lead over 2400 colleagues within the Trust values of Kind, Connected and Bold.
Your responsibilities will include attending various meetings, including Board and committees, where you will be required to produce accurate minutes, prepare reports/letters, and reply to correspondence. Additionally, you will proactively manage the diaries and/or inboxes of leaders within the Good Hope Senior Leadership team.
As a valued member of this team, your workload will be varied and often challenging, as deadlines are often time-sensitive. Being able to multitask efficiently while maintaining confidentiality will be key to your success.
Ideally, you will have experience working within the NHS, yet we welcome applications from those with a similar background, demonstrating evidence of providing all-around secretarial duties including the preparation and circulation of meeting papers, accurate minute-taking, and follow-up actions.
If you believe you have the skills and ability to succeed, apply today.
For an informal discussion about the role, please contact Tara O'Donnell, Executive Assistant to Hospital Executive Director, Good Hope Hospital at 0121 424 7580 or Tara.O'Donnell@uhb.nhs.uk.
Main duties of the job
1. Provide a comprehensive administration/co-ordination service, working in conjunction with colleagues, service users, and stakeholders to provide an efficient service.
2. Provide a professional secretarial service to managers, including correspondence, reports, presentations, and other documents.
3. Take minutes at required meetings, produce and circulate minutes, and follow up on action points agreed during the meetings. Arrange the venue and ensure all members are informed of the date, time, and location.
4. Directly manage managers' diaries/electronic schedules on their behalf, operating a robust bring-forward system.
5. Utilize various Microsoft Office Software programs including Outlook, Word, PowerPoint, and Excel to produce letters, presentations, reports, and other relevant correspondence.
6. Undertake typing, which may include touch typing from audio and/or copy typing from written documentation including letters, emails, reports, and any other correspondence as required.
7. Distribute and prioritize incoming mail, using judgment and experience to decide which documents require urgent action and which may be passed directly to other areas for action and information.
8. Provide reciprocal cover for the Administration Team during annual leave and sickness absence.
9. Receive and deal with telephone inquiries as appropriate.
10. Perform any other duties as directed by the Executive Assistant and/or the Senior Management team.
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels they belong, can thrive, knows they add value, and feels valued. We do this by developing compassionate and culturally competent leaders, being values-driven in all that we do, and creating a welcoming and inclusive workplace that thrives on the diversity of our people. We aim to attract and recruit talented individuals from all backgrounds, ensuring each of you feels supported for the diversity you bring to achieve your full potential. For those staff with a disability, including physical disability, long-term health conditions, mental health, or neurodiverse conditions, we are committed to making reasonable adjustments needed for you to carry out your role.
Person Specification
Qualifications
* Good General Education (e.g., GCSE English and Maths A-C, GCSE LEVEL 9-4).
* Business Administration NVQ level 3 or equivalent experience in an Administrative environment.
Experience
* Experience of dealing with the public/customer service experience.
* Experience of working in a secretarial/administrative role with a proven track record of problem-solving.
* Good organizational skills.
* Previous experience of transcribing formal minutes.
* Able to use own initiative and deal with unpredictability.
* Able to work under pressure and to multi-task.
* Able to work to deadlines.
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 to submit a Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
University Hospitals Birmingham NHS Foundation Trust
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