PA & Business Administrator to Executive Director (XN05)
A fantastic opportunity has arisen for a forward-thinking, innovative individual to join Leeds Teaching Hospitals to be part of the team specifically supporting the Chief Nurse. We are a CQC Good rated organisation, with high levels of staff engagement, and excellent clinical outcomes.
You will be providing a Personal Assistant and Business Administration service directly to the Chief Nurse. To enable you to thrive in this role, you will be supported and line managed under the Chief Nurse Clinical Support Unit (CSU). You will have close working relationships in place with other colleagues at the Trust, such as the Executive Directors and their respective Administrative Teams.
The successful candidate will be able to demonstrate their ability to commit to and role model our agreed Trust-wide values and behaviours, The Leeds Way, and apply our continuous improvement methodology, The Leeds Improvement Method.
Main duties of the job
1. Manage the Chief Nurse's diary and emails efficiently, including responding proactively and managing correspondence.
2. Assist in reviewing meeting agendas, preparing papers, taking accurate minutes, and ensuring timely follow-up on action items.
3. Aid in producing reports and compiling necessary information for the Chief Nurse.
4. Coordinate internal and external correspondence, handling complex and sensitive matters.
5. Exercise sound judgment in decision-making and liaise with appropriate stakeholders for timely resolution.
6. Foster effective relationships with Trust Board members, clinical staff, managers, and external organisations in support of the Chief Nurse.
7. Facilitate communication between teams, ensuring timely progress on tasks.
8. Provide leadership in communication practices, recommending process improvements.
9. Collaborate with the management team, offering support and covering duties as needed.
10. Perform additional administrative tasks across the business and admin support team.
11. Assist in recruitment and selection processes.
12. Maintain comprehensive filing systems and efficient administrative procedures.
13. Prioritise tasks and work independently within challenging deadlines.
About us
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:
1. Accountable
2. Empowered
All our actions and endeavours will be guided and evaluated through these values. Additionally, the following are core values which relate specifically to this post:
1. Commitment to providing a high standard of efficient office practice ensuring a quality service is provided.
2. Demonstrate a customer-focused approach to the role.
3. Professional and flexible approach and attitude.
4. Understand responsibilities with regard to confidentiality.
5. Commitment to being an integral part of the service team, which may be a multi-disciplinary team.
6. Honesty, integrity, and discretion.
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 business administration and personal assistant service to the Chief Nurse. This will include secretarial activities, such as word processing, filing, diary management, etc., but will also include developing, maintaining, and managing office and information systems in support of the Chief Nurse. 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 co-located with the other administrative staff where cross-cover will be provided. The post holder, alongside other administrative team members, are collectively responsible for maintaining high standards of the organisation.
A significant proportion of the post holder's work is unsupervised and non-routine, requiring judgement and initiative with minimal guidance amid often changing and competing priorities.
The post holder is responsible for:
1. Personal assistance diary management, personal correspondence, and advanced administrative skills.
2. Business management - composing reports, compiling information, and providing a high-quality management function for meetings.
3. Improvement - maintaining and improving high standards for procedures and processes within the Chief Nurse's portfolio.
Person Specification
Other criteria
* Excellent organisational skills with the ability to work both independently and as part of a team.
* Able to effectively manage a variety of tasks with possibly competing deadlines.
* An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.
* Highly developed interpersonal skills with the ability to exchange highly confidential, sensitive, or contentious information clearly and effectively.
* An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.
* To have an adaptable and flexible approach to working hours and practices.
* Ability to manage own time.
* Ability to prioritise work and work to strict deadlines.
Qualifications
* Qualified to RSA3 typing/word processing or equivalent qualification or experience.
* A willingness to undergo training and new skills.
* Shorthand.
* Additional qualifications relevant to the role and to personal development.
Skills & behaviours
* Professional attitude to work.
* Polite and helpful customer service skills.
* Caring and understanding.
* Common sense and initiative.
* Ability to prioritise and organise workload.
* Demonstration of the Leeds Way Values.
Experience
* Supervisory processes and practices; secretarial and administrative processes and practices.
* NHS / Trust protocols, policies, and procedures.
* Considerable experience at senior administrative, secretary or PA role.
* Experience of organising and servicing meetings including minute taking, managing agendas, and actions.
* Experience of dealing with people at all levels within and external to a large organisation.
* A well-developed understanding and knowledge of office-based procedures and systems.
* Experience of dealing with people at all levels within and external to a large organisation.
* An ability to effectively implement, and ensure adherence to, Trust and Departmental policies and procedures associated with the role and the service.
* Appreciation of clinical and operational areas across the Trust.
* Understand and adhere to data protection, confidentiality, copyright, and information governance laws.
* Experience at senior level in a health care environment.
* Previous supervisory experience.
* Customer-focused and customer service skills.
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