Anexciting secondment/fixed term opportunity has arisen within theCardio-Respiratory Management team for a Personal Assistant to join the teamfor 12 months (maternity cover).
We'relooking for a dynamic and organised Personal Assistant to support our friendlyand supportive Triumvirate Team (Clinical Director, General Manager and Head ofNursing) and their deputies.
Youwill ensure all secretarial and administrative tasks are handledconfidentially, efficiently and effectively. You will also develop, review andimplement of a range of office procedures and also work with other managers tosupport the development and implementation of the systems and processes.
Workingalongside the Workforce Administration Officer, this post is a greatopportunity for existing secretaries to take the next step in their career andgain an understanding of wider NHS operations and further develop theiradministrative and personal assistant skills.
InCardio-Respiratory we offer opportunities for flexible working, training anddevelopment, participation in staff networks and much more!
Main duties of the job
Youwill provide a Personal Assistant service to the Triumvirate Team, includingdiary management, preparation of 1:1 documentation, coordination and minutingof minutes as appropriate.
Youwill ensure correspondence and administrative tasks are aligned to serviceneeds.
Youwill manage relationships with service providers ensuring that all items areinvoiced and paid on time
Youwill act as the first point of contact for all visitors to the office and dealwith the queries in an effective, efficient and professional manner.
You will work alongside the Workforce AdministrationOfficer to provide effective administrative support to the senior leadershipteam.
About us
Comeand join our team in Leeds and become part of The Leeds Way sharing ourvision and values. Our Trust is recognised for our staff engagement, great careand rated GOOD by the Care Quality Commission.
LeedsTeaching Hospitals NHS Trust is one of the largest acute health providers inthe UK and based in one of the fastest growing and vibrant cities in the north.
In Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive,caring teams who are champions of the Leeds Way values. Our values are part ofwhat make us different from other trusts, so we see this as a strength, as wellas a responsibility. They have been developed by our staff and set out whatthey see as important to how we work.Our five values are:
Accountable
Empowered
Leeds Teaching Hospitals is committed to our processof redeploying 'at risk' members of our existing workforce to new roles. Assuch, all our job adverts are subject to this policy and we reserve the rightto close, delay or remove adverts while this process is completed. If you doexperience a delay in the shortlisting stage of the recruitment cycle, pleasebear with us while this process is completed, and contact the named contact ifyou have any questions.
Job responsibilities
Thepost holder will be accountable for the provision of a comprehensive personalassistant service to the Triumvirate and Senior Management Team. This will include secretarial activities forexample word processing, electronic filing systems, diary management etc, butwill also include developing, maintaining and managing office and informationsystems in support of the Triumvirate Team and their service. The post holder will play a key role inpreparing agenda, taking, transcribing and distributing minutes, organisingfollow up action and ensuring an effective bring forward/briefing system inrespect of key documentation required.
Thepost holder will be expected to work across site and remotely to support theCardio-Respiratory service in delivering required administrative andorganisational tasks.
Person Specification
Qualifications
* GCSE (or equivalent) English Language grade C or above, or equivalent ability.
* Advanced use of MS Office applications (Word, Excel, Powerpoint)
* A willingness to undergo training and new skills
Experience
* Excellent knowledge and understanding of the PA role and expectations
* 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 fr
* Aware of the Data Protection Act and Confidentiality in relation to the role
* A willingness to undergo training and new skills
* Previous NHS PA/Secretarial experience
* Previous diary management experience
* Understanding of the complexity of working within a healthcare organisation
Skills and Behaviours
* Strong communication skills, both written and oral
* Strong organisational skills and ability to multi-task
* Ability to work independently and as part of a team
* An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately
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.
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