Job summary
The division of Women & Children are seeking an enthusiastic, experienced Personal Assistant to support the management team.
This post is part time at 15 to hours per week, dependent on the successful applicants preference of hours.
The post holder will provide a coordinated administrative and secretarial service to the Senior Management Team and assist in the running of the Management Office.
The Personal Assistant will be line managed by the Office Manager.
Main duties of the job
1. Provide a full secretarial and administrative service to nominated senior managers, using his / her own initiative.
2. To maintain and coordinate the electronic diary of the named managers and arrange meetings, taking action as agreed and when necessary in their absence.
3. To collect, assemble and act upon information as required, knowing when to refer back to the named managers, as necessary.
4. Administer the necessary workspaces.
5. Dealing with telephone and personal enquiries from staff and the general public in an appropriate manner, confirming that complex messages are understood by relevant individuals and influencing them to ensure appropriate actions are undertaken.
6. Excellent interpersonal and communication skills, both written and oral, with confidence in communicating in a variety of ways including face to face, telephone, electronically and in writing with a variety of staff groups and external contacts.
7. To process reports, letters, presentations and other complex documentation using appropriate IT processing systems (Microsoft Teams, Office inc. Word, Power Point and Excel) and audio typing, so that these are produced clearly and to a professional standard. This may include the composition of letters and preparation of straightforward responses for the named Managers.
8. Maintain and update relevant databases for the Divisional Management Office, including leave and payment forms.
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward- thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description
Job responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Person Specification
Knowledge & Experience
Essential
9. oPrevious secretarial experience in a healthcare or public setting (E)
10. oPrevious administration experience (E)
11. oExperience of working as part of a team and on own initiative (E)
Desirable
12. oPrevious NHS experience
Skills & Abilities
Essential
13. oExcellent and professional communications both face-to-face, over the phone and by email (E)
14. oFlexible approach to duties (E)
15. oAble to work under pressure and meet deadlines whilst maintaining a high standardof accuracy (E)
16. oProven good organisational skills (E)
17. oAbility to work effectively in a busy team, adjust to change and motivate others (E)
18. oAbility to work independently and as part of a team (E)
19. oAbility to take initiative (E)
Qualifications and Training
Essential
20. oEducated to GCSE, grade C or above (or equivalent) in 5 subjects including English Language and Maths (E)
21. oIT skills or qualification to ECDL/RSA standard (E)
22. oKnowledge of computer packages (Microsoft Office / Teams) (E)
Aptitudes
Essential
23. oMethodical and reliable, with attention to detail and accuracy
24. oDemonstrate a flexible and adaptable approach to work with a willingness to learn and develop role
25. oCapacity to adopt changes to working practices quickly
26. oSelf-motivated, enthusiastic and approachable
27. oExhibit diplomacy and interpersonal skills with ability to interact with people of all levels and background
Desirable
28. oProfessional in appearance and approach