Job summary Are you an experienced administrator with excellent communication, digital and process coordination skills? Specialty & Integrated Medicine (SIM) is recruiting for a key member of our services business support team. This exciting opportunity is perfect for someone with existing NHS experience, who may be looking for a role with a varied business support focus, whilst still supporting clinical services and operations. The post-holder will be confident in diary management and open to learning and being part of new processes. Perhaps youve worked in a Personal Assistant (PA) capacity elsewhere and want a new challenge or you have worked in another admin role within the NHS, if so we would like to hear from you. The post-holder will work within the management administration team to provide an excellent PA service to senior managers in SIM, as well as leading on a number of departmental processes. This is a key role within the SIM service and involves significant planning and stakeholder communication. Main duties of the job Duties include providing secretarial support to the Triumvirate management team, as well as wider management support where required. This includes diary management, stakeholder liaison, word processing, system administration, drafting correspondence, reviewing inboxes and servicing regular/ad-hoc meetings (i.e. preparing agenda; taking minutes), updating lists, online resources and maintaining file systems will be required regularly. Candidates should be highly organised and open to new methods of planning, able to cope with a high-pressure workload and also with interruptions. The post-holder will also require strong HR knowledge (or the ability to develop this) in order to manage SIMs recruitment and staff exit processes. Great IT skills are a significant advantage, as is familiarity with Microsoft Excel and content management systems (e.g. Sharepoint, Wordpress). It is essential that candidates are comfortable producing reports and analysing basic data, and are willing to develop their knowledge in post. Other duties will include administrative support of our Patient Advice Liaison Service, supporting all Health and Safety review processes, logging of IT and estates issues and general office admin support of printing, laminating and photocopying. The ideal candidate will also work closely with the Staff Engagement Advisor to plan and support SIMs social media output (i.e. Twitter) and managing staff intranet content. About us The Specialty and Integrated Medicine (SIM) clinical service unit encompasses many specialities, a broad range of jobs and a common goal of providing seamless integrated patient centred care. We strive to be SIMply the best Our services include Older Peoples Medicine (including Same Day Emergency Care), Diabetes, Endocrinology, HIV Outpatients, Leeds Sexual Health, Infectious Diseases and a variety of related specialisms. We work closely with other teams across the Trust, facilitating the admission, care and discharge of one of its largest acute patient cohorts. Your business support skills will be key in supporting our medical, nursing and administrative leadership teams to provide great patient care, as well as being a great place for our staff to work. We seek to follow The Leeds Way at all times and will support the right candidate to do so too. We are committed to fostering an inclusive environment for our staff and patients it is therefore imperative that applicants are dedicated to fair treatment, empathy and acting with accountability. What we offer: Job Security Personal and Professional Development Flexible working options Job satisfaction Salary Sacrifice Scheme (Lease car, Cycle to work scheme, Nursery LTHT nurseries only) Option to purchase additional leave Freedom to Speak Up Champions Carers Passport Health and Wellbeing Support and Guidance Date posted 23 December 2024 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9298-SIM-149A Job locations Leeds General Infirmary Great George Street Leeds LS1 3EX Job description Job responsibilities The post holder will be accountable for the provision of a comprehensive personal assistant service to the relevant Head of Service. This will include secretarial activities for example word processing, filing, diary management etc, but will also include developing, maintaining and managing office and information systems in support of the Head of 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 co-located with the other PA to SIM Heads of service. As a team cross cover will be provided to all Heads of Service. 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 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 Heads of service 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 a identified Head of Service to ensure a coordinated and consistent service. Maintains appointment diaries for the Head of Service and, as necessary, makes appropriate arrangements e.g. 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 Service. Liaises with external contacts/organisations and with internal departments/colleagues to access appropriate information/advice as required to fulfil the role. Researches, 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-centered 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 comply at all times 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. 11. COMMUNICATION & WORKING RELATIONSHIPS The post holder will be required to establish, maintain and respect working relationships and communication networks associated with the post. Communication will include those organisations, individuals and institutions which the post holder comes into contact with. Typically these will include internal networks associated with the specialty area as well as other external contacts as appropriate. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times. 12. SPECIAL WORKING CONDITIONS There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement. This will be confirmed following a discussion with the line manager. Physical Effort: The role requires a high level of speed and accuracy, equivalent to RSA 3, to maintain a high quality and efficient secretarial service. Frequent requirement for sitting in a restricted position. Word process and input for a substantial proportion of working time. Post holder will be required to lift notes and stationery, e.g. reams of paper. Mental Effort: Prolonged periods of concentration eg typing complex documents while subject to frequent interruption. Emotional Effort: Yes, frequently. The pressure of meeting deadlines and not being able to schedule meetings because of diary commitments is stressful. Working Conditions: Requirement to use VDU more or less continuously Job description Job responsibilities The post holder will be accountable for the provision of a comprehensive personal assistant service to the relevant Head of Service. This will include secretarial activities for example word processing, filing, diary management etc, but will also include developing, maintaining and managing office and information systems in support of the Head of 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 co-located with the other PA to SIM Heads of service. As a team cross cover will be provided to all Heads of Service. 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 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 Heads of service 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 a identified Head of Service to ensure a coordinated and consistent service. Maintains appointment diaries for the Head of Service and, as necessary, makes appropriate arrangements e.g. 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 Service. Liaises with external contacts/organisations and with internal departments/colleagues to access appropriate information/advice as required to fulfil the role. Researches, 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-centered 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 comply at all times 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. 11. COMMUNICATION & WORKING RELATIONSHIPS The post holder will be required to establish, maintain and respect working relationships and communication networks associated with the post. Communication will include those organisations, individuals and institutions which the post holder comes into contact with. Typically these will include internal networks associated with the specialty area as well as other external contacts as appropriate. The post holder will be expected to represent themselves and the service in a professional, courteous and respectful manner at all times. 12. SPECIAL WORKING CONDITIONS There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement. This will be confirmed following a discussion with the line manager. Physical Effort: The role requires a high level of speed and accuracy, equivalent to RSA 3, to maintain a high quality and efficient secretarial service. Frequent requirement for sitting in a restricted position. Word process and input for a substantial proportion of working time. Post holder will be required to lift notes and stationery, e.g. reams of paper. Mental Effort: Prolonged periods of concentration eg typing complex documents while subject to frequent interruption. Emotional Effort: Yes, frequently. The pressure of meeting deadlines and not being able to schedule meetings because of diary commitments is stressful. Working Conditions: Requirement to use VDU more or less continuously Person Specification Other Criteria Essential Ability to manage own time Ability to prioritise work and work to strict deadlines Qualifications Essential GCSE (or equivalent) English Language grade C or above, or equivalent ability. With excellent typing skills, Qualified to RSA3 typing/word processing or equivalent experience Desirable Shorthand/Audio European Computer Driving Licence (ECDL) and willingness to undergo training and attend supervisory courses Experience Essential Experience of MS office experience of secretarial & admistrative processes and practices. Experience of organising meetings. Knowledge of Data protection and confidentially Desirable Experience at senior level in a health care environment Previous supervisory experience Customer focussed/customer service skills Diary management experience Skills & Behaviours Essential Excellent organisational skills with the ability to work both independently and as part of a team. Prioritise own workload and, where appropriate, that of the team. Able to effectively manage a variety of tasks with possibly competing deadlines. An ability to accurately transcribe complicated/complex and sensitive tapes/notes notes and type complicated/complex information while subject to frequent interruptions. Have the ability to assess and resolve problems within the remit of the role, seeking advice and guidance where required from the Executive Director. Able to adapt to new working practices/processes Able to support and participate in reviewing changes within the working practices/processes of the team. Flexibility in approach to working hours and working practices including participating in late night cover. Demonstrate integrity and respect confidentiality Desirable Ability to adapt to change of circumstances Person Specification Other Criteria Essential Ability to manage own time Ability to prioritise work and work to strict deadlines Qualifications Essential GCSE (or equivalent) English Language grade C or above, or equivalent ability. With excellent typing skills, Qualified to RSA3 typing/word processing or equivalent experience Desirable Shorthand/Audio European Computer Driving Licence (ECDL) and willingness to undergo training and attend supervisory courses Experience Essential Experience of MS office experience of secretarial & admistrative processes and practices. Experience of organising meetings. Knowledge of Data protection and confidentially Desirable Experience at senior level in a health care environment Previous supervisory experience Customer focussed/customer service skills Diary management experience Skills & Behaviours Essential Excellent organisational skills with the ability to work both independently and as part of a team. Prioritise own workload and, where appropriate, that of the team. Able to effectively manage a variety of tasks with possibly competing deadlines. An ability to accurately transcribe complicated/complex and sensitive tapes/notes notes and type complicated/complex information while subject to frequent interruptions. Have the ability to assess and resolve problems within the remit of the role, seeking advice and guidance where required from the Executive Director. Able to adapt to new working practices/processes Able to support and participate in reviewing changes within the working practices/processes of the team. Flexibility in approach to working hours and working practices including participating in late night cover. Demonstrate integrity and respect confidentiality Desirable Ability to adapt to change of circumstances 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 Leeds General Infirmary Great George Street Leeds LS1 3EX Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)