An exciting secondment/fixed term opportunity has arisen within the Cardio-Respiratory Management team for a Personal Assistant to join the team for 12 months (maternity cover).
We're looking for a dynamic and organised Personal Assistant to support our friendly and supportive Triumvirate Team (Clinical Director, General Manager and Head of Nursing) and their deputies.
You will ensure all secretarial and administrative tasks are handled confidentially, efficiently and effectively. You will also develop, review and implement a range of office procedures and work with other managers to support the development and implementation of the systems and processes.
Working alongside the Workforce Administration Officer, this post is a great opportunity for existing secretaries to take the next step in their career and gain an understanding of wider NHS operations and further develop their administrative and personal assistant skills.
In Cardio-Respiratory, we offer opportunities for flexible working, training and development, participation in staff networks and much more!
Main duties of the job
You will provide a Personal Assistant service to the Triumvirate Team, including diary management, preparation of 1:1 documentation, coordination and minuting of meetings as appropriate.
You will ensure correspondence and administrative tasks are aligned to service needs.
You will manage relationships with service providers ensuring that all items are invoiced and paid on time.
You will act as the first point of contact for all visitors to the office and deal with queries in an effective, efficient and professional manner.
You will work alongside the Workforce Administration Officer to provide effective administrative support to the senior leadership team.
About us
Come and join our team in Leeds and become part of The Leeds Way sharing our vision and values. Our Trust is recognised for our staff engagement, great care and rated GOOD by the Care Quality Commission.
Leeds Teaching Hospitals NHS Trust is one of the largest acute health providers in the UK and based in one of the fastest growing and vibrant cities in the north.
In Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive, caring teams who are champions of the Leeds Way values. Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:
* Accountable
* Empowered
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job responsibilities
The post holder will be accountable for the provision of a comprehensive personal assistant service to the Triumvirate and Senior Management Team. This will include secretarial activities such as word processing, electronic filing systems, diary management, etc., but will also include developing, maintaining and managing office and information systems in support of the Triumvirate Team and their service. The post holder will play a key role in preparing agendas, taking, transcribing and distributing minutes, organising follow-up actions and ensuring an effective bring forward/briefing system in respect of key documentation required.
The post holder will be expected to work across sites and remotely to support the Cardio-Respiratory service in delivering required administrative and organisational tasks.
Person Specification
Qualifications
* GCSE (or equivalent) English Language grade C or above, or equivalent ability.
* Advanced use of MS Office applications (Word, Excel, PowerPoint).
* A willingness to undergo training and acquire new skills.
Experience
* Excellent knowledge and understanding of the PA role and expectations.
* An ability to accurately take complicated/complex and sensitive information, typing complicated/complex minutes and maintaining action tracking, alerting staff to outstanding tasks.
* Aware of the Data Protection Act and confidentiality in relation to the role.
* Previous NHS PA/Secretarial experience.
* Previous diary management experience.
* Understanding of the complexity of working within a healthcare organisation.
Skills and Behaviours
* Strong communication skills, both written and oral.
* Strong organisational skills and ability to multi-task.
* Ability to work independently and as part of a team.
* An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.
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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