Job summary Directorate Personal Assistanto Are you a skilled, organised and proactive multi-tasker?o Do you have excellent secretarial, and administrative skills?o Are you an articulate listener, producing high quality minutes?o Can you engage confidently with colleagues at all levels?If this sounds like you, please read onWe are looking for an experienced, highly motivated PA to support, and be part of our senior management team in Estates and Facilities. You will provide a high quality and comprehensive service as PA to the Director of Operational Estates and Facilities, and support with wider senior team in a variety of activities. You will have great opportunities to develop your understanding of often unseen but essential services that support patient care, staff and patient experience. Main duties of the job Job overviewDirectorate Personal Assistanto Are you a skilled, organised and proactive multi-tasker?o Do you have excellent secretarial, and administrative skills?o Are you an articulate listener, producing high quality minutes?o Can you engage confidently with colleagues at all levels?If this sounds like you, please read onWe are looking for an experienced, highly motivated PA to support, and be part of our senior management team in Estates and Facilities. You will provide a high quality and comprehensive service as PA to the Director of Operational Estates and Facilities, and support with wider senior team in a variety of activities. You will have great opportunities to develop your understanding of often unseen but essential services that support patient care, staff and patient experience.Main duties of the jobo PA to the Director of Operational Estates and Facilities together with administrative support to the Senior Management Team (SMT) of the Estates and Facilities Divisiono Manage multiple diaries.o Use a variety of Microsoft packages to prepare correspondence, spread sheets and presentations.o Ensure good communication flow within the team, circulating information and keeping everyone up to date with administration issues. About us North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered. North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups. Date posted 27 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum (FTE) or pro-rata for part time staff Contract Permanent Working pattern Full-time Reference number 339-FM2762-CCC-A Job locations Southmead Hospital Southmead Road Bristol BS10 5NB Job description Job responsibilities Specific role of PA to the Director of Operational Estates and Facilities together with administrative support to the Senior Management Team (SMT) of the Estates and Facilities Division Manage multiple diaries ensuring they are kept up to date at all times Ensure meeting appointments are accurately diarised, and the details are checked and confirmed with the meeting organisers ahead of the appointment and papers made available as appropriate Monitor and manage multiple email accounts, responding where appropriate, drawing attention to any urgent issues and ensuring that they are brought forward, filed and actioned. Use a variety of Microsoft packages to prepare correspondence, spread sheets and presentations, using judgement and skills to display the information appropriately and in accordance with the corporate style Deal with internal and external post, emails and telephone calls Receive and deal appropriately with highly sensitive and contentious information, maintaining confidentiality at all times A willingness to participate in any training that would be commensurate with the job description Ensure good communication flow within the team, circulating information and keeping everyone up to date with administration issues Maintain electronic and filing systems, ensuring all filing is dealt with promptly and efficiently and in according with the General Data Protection Regulation (GDPR) and confidentiality rules Typing correspondence in both written and audio formats, reports, papers and other items required for the efficient communication with the Division Preparation of agendas and associated paperwork and the undertaking of minutes at various Divisional and Trust meetings Creation of Action Logs to ensure governance of department / Trust decisions made Deal with telephone enquiries relevant to the Division, seeking advice where necessary Photocopying, scanning, and other administrative duties to ensure the efficient running of the Division To produce report / graphs illustrating data With the assistance of the management team create action plans, manage and update withing required timescales Agree and undertake a personal development plan through the appraisal process with Line Manager Other duties commensurate to the grate of the post and the needs of the Division as agreed between the post holder and the Line Manager Coordinate Division appraisal returns and act as main contact for team When necessary, support SMT with raising Purchase Orders and receipting invoices through the EROS system Maintaining log of all Purchase Orders raised to ensure prompt payment of suppliers General overview and support as a contact for Trust Charitable Funds Division Sharepoint / LINK intranets: maintain, refresh periodically, update information and documents. Ensure always user friendly and assessable to those who need to view Assist with IT orders for equipment and services Support recruitment, onboarding, and induction of new members of the senior team Organises events, conferences, award ceremonies Job description Job responsibilities Specific role of PA to the Director of Operational Estates and Facilities together with administrative support to the Senior Management Team (SMT) of the Estates and Facilities Division Manage multiple diaries ensuring they are kept up to date at all times Ensure meeting appointments are accurately diarised, and the details are checked and confirmed with the meeting organisers ahead of the appointment and papers made available as appropriate Monitor and manage multiple email accounts, responding where appropriate, drawing attention to any urgent issues and ensuring that they are brought forward, filed and actioned. Use a variety of Microsoft packages to prepare correspondence, spread sheets and presentations, using judgement and skills to display the information appropriately and in accordance with the corporate style Deal with internal and external post, emails and telephone calls Receive and deal appropriately with highly sensitive and contentious information, maintaining confidentiality at all times A willingness to participate in any training that would be commensurate with the job description Ensure good communication flow within the team, circulating information and keeping everyone up to date with administration issues Maintain electronic and filing systems, ensuring all filing is dealt with promptly and efficiently and in according with the General Data Protection Regulation (GDPR) and confidentiality rules Typing correspondence in both written and audio formats, reports, papers and other items required for the efficient communication with the Division Preparation of agendas and associated paperwork and the undertaking of minutes at various Divisional and Trust meetings Creation of Action Logs to ensure governance of department / Trust decisions made Deal with telephone enquiries relevant to the Division, seeking advice where necessary Photocopying, scanning, and other administrative duties to ensure the efficient running of the Division To produce report / graphs illustrating data With the assistance of the management team create action plans, manage and update withing required timescales Agree and undertake a personal development plan through the appraisal process with Line Manager Other duties commensurate to the grate of the post and the needs of the Division as agreed between the post holder and the Line Manager Coordinate Division appraisal returns and act as main contact for team When necessary, support SMT with raising Purchase Orders and receipting invoices through the EROS system Maintaining log of all Purchase Orders raised to ensure prompt payment of suppliers General overview and support as a contact for Trust Charitable Funds Division Sharepoint / LINK intranets: maintain, refresh periodically, update information and documents. Ensure always user friendly and assessable to those who need to view Assist with IT orders for equipment and services Support recruitment, onboarding, and induction of new members of the senior team Organises events, conferences, award ceremonies Person Specification Shorlisting Criteria Essential Excellent organisational skills Sound working knowledge of Microsoft packages High standard of oral and written English Experience of supporting a senior management team Experience of formal minute taking Person Specification Shorlisting Criteria Essential Excellent organisational skills Sound working knowledge of Microsoft packages High standard of oral and written English Experience of supporting a senior management team Experience of formal minute taking 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 North Bristol NHS Trust Address Southmead Hospital Southmead Road Bristol BS10 5NB Employer's website https://www.nbt.nhs.uk (Opens in a new tab)