Job summary Do you have excellent communication and administrative skills that will enable you to succeed as a Personal Assistant to the Theatres & Anaesthesia senior business team? Do you enjoy a challenge and have a desire to work in a busy environment? If so, we could have the job you are looking for. Theatres & Anaesthesia are looking for a candidate who has previous NHS experience, working within an administrative setting and a positive, enthusiastic, self-motivated individual to provide comprehensive administrative support. Previous experience dealing with members of clinical staff and business teams with good reception skills and excellent verbal and IT skills are essential. The vacancy is full time, 37.5 hours a week. We currently support working from home on a flexible basis to ensure the administrative service is covered and this includes cross city office location. The post holder will need to prioritise workloads, be able to work under their own initiative and be proactive in identifying administrative tasks that need completing. We are planning on doing a two-stage interview process. This will include an assessment centre for the first stage and then a second stage formal interview the planned dates are below Please disclose if you have used Artificial Intelligence (AI) to help you fill out this application form Assessment centre 15/05/2025 Formal interview 22/05/2025 Main duties of the job The post holder will be responsible for the provision of a full personal assistant service to the relevant Head of Profession This will include secretarial activities word processing, filing, diary management etc, but will also include maintaining and managing office and information systems in support of the Head of Profession The post holder will play a key role in preparing agenda, taking minutes, organising follow up action and ensuring the successful operation of a bring forward/briefing system in respect of key documentation required for meetings. About us 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 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. Date posted 14 April 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Full-time Reference number C9298-THE-0090 Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities JOB PURPOSE/SUMMARY The post holder will be accountable for the provision of a comprehensive personal assistant service to the relevant Head of Profession. This will include secretarial activities for example word processing, electronic filing systems, diary management etc, but will also include developing, maintaining, and managing office and information systems in support of the Head of Profession and their service. The post holder will play a key role in preparing agenda, taking, transcribing, and distributing minutes, organising follow up action and ensuring an effective bring forward/briefing system in respect of key documentation required. The post holder will be expected to work across site and remotely to support the anaesthetic service in delivering required administrative and organisational tasks. The post holder may be responsible for: The recruitment and selection administration process, induction and orientation programmes, and staff training in the department. The monitoring of sickness, holidays, and other leave. Preparing and providing statistics to managers and to salaries and wages. Ensuring correspondence and administrative tasks are aligned to service needs. Be aware of and assist with achieving the service standards, targets and objectives Departmental, Trust, Regional and National. Ensuring that processes/procedures comply with legislative requirements, including Health & Safety, Data Protection and confidentiality. 3. ORGANISATIONAL CHART 4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Undertakes secretarial duties including filing, note taking, word processing, photocopying, faxing, electronic filing, virtual and face to face meeting organisation and dealing with general communications. Prioritise own workload and work with minimum supervision. Through liaison and co-operation with colleagues/, ensure the seamless provision of an effective and efficient administrative and secretarial service to the Head of Service and Service managers. Assist in recruitment and selection as appropriate and is involved in the departmental induction and orientation programme/s. Assists in the organisation of the Departments workload. Provides a comprehensive administrative and secretarial service to an identified Head of Profession to ensure a coordinated and consistent service. Maintains appointment diaries for the Head of Profession and, as necessary, makes appropriate arrangements eg booking rooms for meetings, refreshments, travel, and parking arrangements etc. Deals with complex enquiries, investigating and researching matters, thereby providing appropriate information/guidance and advice, escalating issues to the relevant Head of Profession. Liaises with external contacts/organisations and with internal departments/colleagues to access appropriate information/advice as required to fulfil the role. Research, analyses, compiles and presents, as required, information/materials involving reference to relevant documents and utilising appropriate equipment/software packages. Works in close liaison and support of other members of the team which may include providing cover for appropriate colleagues. Adheres to relevant Statutory Instruments and Trust Policies and Guidelines e.g. Data Protection, Health and Safety, Confidentiality and HR Policies and Guidelines. Attend meetings to take notes/minutes, prepare an accurate record of the meeting and distribute agreed minutes/statements as required. Attend training courses as necessary to undertake the duties of the post. Records and monitors annual leave for the management team, reconciling leave booked with leave taken and resolving anomalies. Produces and maintain monthly attendance records electronically for the management team and for the salaries and wages department. Such other duties at a comparable level of responsibility as may be allocated to the post and post holder. 5. 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: Patient centred Collaborative Fair Accountable 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: Commitment to providing a high standard of efficient office practice ensuring a quality service is provided. Demonstrate a customer focussed approach to role. Professional and flexible approach and attitude. Understand responsibilities with regard to confidentiality. Commitment to personal development Commitment to being an integral part of the service team this may be a multi-disciplinary team. Honesty, integrity and discretion. 6. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT) Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. 7. INFECTION CONTROL The jobholder must always comply with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment. 8. HEALTH AND SAFETY / RISK MANAGEMENT All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system. 9. EQUALITY AND DIVERSITY The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. 10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. Job description Job responsibilities JOB PURPOSE/SUMMARY The post holder will be accountable for the provision of a comprehensive personal assistant service to the relevant Head of Profession. This will include secretarial activities for example word processing, electronic filing systems, diary management etc, but will also include developing, maintaining, and managing office and information systems in support of the Head of Profession and their service. The post holder will play a key role in preparing agenda, taking, transcribing, and distributing minutes, organising follow up action and ensuring an effective bring forward/briefing system in respect of key documentation required. The post holder will be expected to work across site and remotely to support the anaesthetic service in delivering required administrative and organisational tasks. The post holder may be responsible for: The recruitment and selection administration process, induction and orientation programmes, and staff training in the department. The monitoring of sickness, holidays, and other leave. Preparing and providing statistics to managers and to salaries and wages. Ensuring correspondence and administrative tasks are aligned to service needs. Be aware of and assist with achieving the service standards, targets and objectives Departmental, Trust, Regional and National. Ensuring that processes/procedures comply with legislative requirements, including Health & Safety, Data Protection and confidentiality. 3. ORGANISATIONAL CHART 4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Undertakes secretarial duties including filing, note taking, word processing, photocopying, faxing, electronic filing, virtual and face to face meeting organisation and dealing with general communications. Prioritise own workload and work with minimum supervision. Through liaison and co-operation with colleagues/, ensure the seamless provision of an effective and efficient administrative and secretarial service to the Head of Service and Service managers. Assist in recruitment and selection as appropriate and is involved in the departmental induction and orientation programme/s. Assists in the organisation of the Departments workload. Provides a comprehensive administrative and secretarial service to an identified Head of Profession to ensure a coordinated and consistent service. Maintains appointment diaries for the Head of Profession and, as necessary, makes appropriate arrangements eg booking rooms for meetings, refreshments, travel, and parking arrangements etc. Deals with complex enquiries, investigating and researching matters, thereby providing appropriate information/guidance and advice, escalating issues to the relevant Head of Profession. Liaises with external contacts/organisations and with internal departments/colleagues to access appropriate information/advice as required to fulfil the role. Research, analyses, compiles and presents, as required, information/materials involving reference to relevant documents and utilising appropriate equipment/software packages. Works in close liaison and support of other members of the team which may include providing cover for appropriate colleagues. Adheres to relevant Statutory Instruments and Trust Policies and Guidelines e.g. Data Protection, Health and Safety, Confidentiality and HR Policies and Guidelines. Attend meetings to take notes/minutes, prepare an accurate record of the meeting and distribute agreed minutes/statements as required. Attend training courses as necessary to undertake the duties of the post. Records and monitors annual leave for the management team, reconciling leave booked with leave taken and resolving anomalies. Produces and maintain monthly attendance records electronically for the management team and for the salaries and wages department. Such other duties at a comparable level of responsibility as may be allocated to the post and post holder. 5. 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: Patient centred Collaborative Fair Accountable 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: Commitment to providing a high standard of efficient office practice ensuring a quality service is provided. Demonstrate a customer focussed approach to role. Professional and flexible approach and attitude. Understand responsibilities with regard to confidentiality. Commitment to personal development Commitment to being an integral part of the service team this may be a multi-disciplinary team. Honesty, integrity and discretion. 6. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT) Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. 7. INFECTION CONTROL The jobholder must always comply with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment. 8. HEALTH AND SAFETY / RISK MANAGEMENT All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system. 9. EQUALITY AND DIVERSITY The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. 10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role. Person Specification Experience Essential Please give examples of - Previous NHS experience working within an administrative setting Experience of dealing with people at all levels within and external to a large organisation An ability to provide accurate and appropriate non-clinical advice and information to others - colleagues, staff at all levels, patients, and their families. Additional Requirements Essential Please give examples of - An ability to work collaboratively with clinical staff across the trust to ensure metrics are collected, analysed, and understood and monitor compliance on a continuing basis. An ability to accurately take complicated/complex and sensitive information, typing complicated/complex minutes and maintaining action tracking, alerting staff to outstanding tasks while subject to frequent interruptions Interpersonal and communication skills. Ability to work as part of a team. Organisational skills and ability to prioritise workload Understanding of customer care principles. Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information Understanding of relevant Trust standards and NHS processes (the Leeds Way) Experience Essential Please give examples of - Previous NHS experience working within an administrative setting Experience of dealing with people at all levels within and external to a large organisation An ability to provide accurate and appropriate non-clinical advice and information to others - colleagues, staff at all levels, patients, and their families. Skills & behaviours Essential Please give examples of - Excellent organisational skills with the ability to work both independently and as part of a team. Effectively manage a variety of tasks with competing deadlines Communicate sensitively and effectively. Must be tactful and diplomatic. Have the ability to assess and resolve problems within the remit of the role, seeking advice and guidance where required from the Head of Profession. Qualifications Essential Please give examples of - Excellent MS Word, Excel and Powerpoint skills. GCSE (or equivalent) English Language grade C or above, or equivalent ability. A commitment to self-improvement and professional development Person Specification Experience Essential Please give examples of - Previous NHS experience working within an administrative setting Experience of dealing with people at all levels within and external to a large organisation An ability to provide accurate and appropriate non-clinical advice and information to others - colleagues, staff at all levels, patients, and their families. Additional Requirements Essential Please give examples of - An ability to work collaboratively with clinical staff across the trust to ensure metrics are collected, analysed, and understood and monitor compliance on a continuing basis. An ability to accurately take complicated/complex and sensitive information, typing complicated/complex minutes and maintaining action tracking, alerting staff to outstanding tasks while subject to frequent interruptions Interpersonal and communication skills. Ability to work as part of a team. Organisational skills and ability to prioritise workload Understanding of customer care principles. Knowledge and application of the Data Protection Act in relation to patient confidentiality and the appropriate care of patient information Understanding of relevant Trust standards and NHS processes (the Leeds Way) Experience Essential Please give examples of - Previous NHS experience working within an administrative setting Experience of dealing with people at all levels within and external to a large organisation An ability to provide accurate and appropriate non-clinical advice and information to others - colleagues, staff at all levels, patients, and their families. Skills & behaviours Essential Please give examples of - Excellent organisational skills with the ability to work both independently and as part of a team. Effectively manage a variety of tasks with competing deadlines Communicate sensitively and effectively. Must be tactful and diplomatic. Have the ability to assess and resolve problems within the remit of the role, seeking advice and guidance where required from the Head of Profession. Qualifications Essential Please give examples of - Excellent MS Word, Excel and Powerpoint skills. GCSE (or equivalent) English Language grade C or above, or equivalent ability. A commitment to self-improvement and professional development 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. Employer details Employer name Leeds Teaching Hospitals Address St. James's University Hospital Beckett Street Leeds LS9 7TF Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)