Employer Sheffield Teaching Hospitals NHS Foundation Trust
Employer type NHS
Site Northern General Hospital
Town Sheffield
Salary £26,530 - £29,114 pa/ pro rata for part time staff
Salary period Yearly
Closing 21/04/2025 23:59
Interview date 01/05/2025
PA to Deputy Chief Operating Officer and Performance and Info Director
NHS AfC: Band 4
We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes, health and wellbeing packages and financial support systems.
Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.
Job overview
An exciting opportunity has arisen for an enthusiastic and suitably qualified individual to join our Chief Operating Officer’s (COO) Office at the Northern General Hospital (NGH).
We are looking for a Personal Assistant to support the Deputy Chief Operating Officer and Performance and Information Director, providing high-level administrative support to both posts, with an understanding of confidentiality and a flexible and adaptable approach to work. You will be working as part of a wider Admin and Clerical team, enhancing the smooth running of the COO department.
The successful candidate will be self-motivated, reliable, and approachable and possess exceptional organisational skills, be used to working with senior colleagues in a busy environment, and with the ability to demonstrate how they lead by example and take responsibility for delivering a consistently high-level, quality, and robust administrative service.
Experience as a Personal Assistant, working in a busy setting is preferred, with the ability to prioritise workload, multitask and work under pressure to meet tight deadlines also being a necessity. Experience of arranging and attending formal meetings, including the preparation and distribution of agendas, collation of papers, chasing of actions and transcribing of minutes is essential, along with a focused and professional attitude towards your work.
Main duties of the job
1. To support the Deputy Chief Operating Officer and the Performance and Information Director, providing a full range of Personal Assistant duties.
2. To ensure the management and support service to the Directorate is well coordinated and evenly balanced whilst maintaining a sensible level of individual accountability and direction within the team.
3. To be the first point of contact for external and internal parties to access the Deputy Chief Operating Officer and Performance and Information Director.
Working for our organisation
The Office of the COO is a busy and diverse department, with the Executive Director being responsible for the operational delivery of the Trust. As a result, the office is a fast-paced, patient-focused service which works closely with clinical, managerial and administrative teams across our organisation to support delivery of high quality care for our patients.
There are daily contacts with a wide range of senior managers and staff from all directorates within the Trust and many external organisations.
The PA is required to work on a daily basis with personnel up to Chief Executive / Chairman level as well as key external parties, often handling sensitive information and requiring the need to prioritise at speed.
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Detailed job description and main responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
Please ensure that your application clearly demonstrates how you meet the role criteria.
Person specification
Education and Qualifications
* GCSE level (or equivalent experience/ qualifications) at grade C/4 or above in English and Maths
* OCR Word Processing III or equivalent
* Knowledge and understanding of using Microsoft Office Excel Software
* Diploma in Business Administration (level 4), or, experience in business administration that would equate to level 4, or, NVQ3 qualification plus other short courses (e.g. ILM3, ECDL)
Experience
* Relevant PA or secretarial experience
* Experience of working with multidisciplinary teams
* Knowledge and understanding of clerical procedures within a large organisation
* Experience of Microsoft office packages, especially Word, Excel including Pivot tables and PowerPoint
* Experience of audio typing and real time minute taking
* Experience of implementing and managing processes for filtering and prioritising large volumes of email traffic for multiple staff members
* Experience of staff management
* Experience of providing PA experience to senior managers within the NHS
Skills and Knowledge
* Ability to work independently with minimal supervision
* Ability to work as part of a team
* Ability to provide guidance and support
* Excellent organisational skills
* Good written communication skills including the ability to present information in a clear manner
* Ability to prioritise effectively, including when working to tight deadlines
* Ability to deal effectively with conflict and to minimise its escalation
* Ability to solve problems
* Competent to interpret numerical information
* Ability to keep accurate and appropriate staff records
* Maintain the highest standards of confidentiality
* Ability to produce brief reports including numerical information.
* Knowledge of medical terminology
Further Training
* Knowledge of ESR and PALMS
Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.
When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.
Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.
The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.
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