Job Summary
Before applying for this role, please read the following information about this opportunity found below.
Expected Shortlisting Date: 07/03/2025
Planned Interview Date: 21/03/2025
We are values driven, are you?
A fantastic opportunity has arisen for a forward-thinking, innovative individual to join Leeds Teaching Hospitals to be part of the Executive Management Team, specifically supporting the Chief Executive Officer (CEO). We are a CQC Good rated organisation, with high levels of staff engagement, and excellent clinical outcomes.
You will be providing a Personal Assistant and Business Administration service directly to the CEO. To enable you to thrive in this role, you will be supported, and line managed in the CEO's Office. You will have close working relationships in place with other members of the team, such as the Executive Directors and their respective Administrative Teams.
The successful candidate will be able to demonstrate their ability to commit to and role model our agreed Trust wide values and behaviours, The Leeds Way, and apply our continuous improvement methodology, The Leeds Improvement Method.
Main duties of the job
1. Manage the CEO's diary and emails efficiently, including responding proactively and managing correspondence.
2. Assist in reviewing meeting agendas, preparing papers, taking accurate minutes, and ensuring timely follow-up on action items.
3. Aid in producing reports and compiling necessary information for the CEO and Assistant Director.
4. Coordinate internal and external correspondence, handling complex and sensitive matters.
5. Exercise sound judgment in decision-making and liaise with appropriate stakeholders for timely resolution.
6. Foster effective relationships with Trust Board members, clinical staff, managers, and external organisations in support of the CEO.
7. Facilitate communication between teams, ensuring timely progress on tasks.
8. Provide leadership in communication practices, recommending process improvements.
9. Collaborate with the management team, offering support and covering duties as needed.
10. Perform additional administrative tasks across the business and admin support team.
11. Assist in recruitment and selection processes.
12. Maintain comprehensive filing systems and efficient administrative procedures.
13. Prioritise tasks and work independently within challenging deadlines.
About Us
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:
1. Patient-centred
2. Collaborative
3. Fair
4. Accountable
5. 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:
1. Commitment to providing a high standard of efficient office practice ensuring a quality service is provided.
2. Demonstrate a customer focused approach to role.
3. Professional and flexible approach and attitude.
4. Understand responsibilities with regard to confidentiality.
5. Commitment to personal development.
6. Commitment to being an integral part of the service team this may be a multi-disciplinary team.
7. Honesty, integrity and discretion.
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: 13 February 2025
Pay scheme: Agenda for change
Band: Band 5
Salary: £29,970 to £36,483 a year
Contract: Permanent
Working pattern: Full-time, Flexible working
Reference number: C9298-TEX-0069
Job locations: St. James's University Hospital, Beckett Street, Leeds, LS9 7TF
Job Description
The post holder will be accountable for the provision of a comprehensive business administration and personal assistant service to the Chief Executive Officer. 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 Chief Executive Officer. The post holder will play a key role in preparing agendas, taking, transcribing and distributing minutes, organising follow up actions and ensuring an effective bring forward/briefing system in respect of key documentation required.
The post holder will be co-located with the Personal Assistant to the Trust Chair. The post holder, alongside the Executive Assistant to the Chair and other relevant members of the office team to Executive Directors, are collectively responsible for maintaining high standards of organisation. Cross cover will be provided to the Trust Chair.
A significant proportion of the post holder's work is unsupervised and non-routine, requiring judgement and initiative with minimal guidance amid often changing and competing priorities.
The Post Holder Is Responsible For:
1. Personal assistance diary management, personal correspondence and advanced administrative skills.
2. Business management - composing reports, compiling information and providing a high quality management function for meetings.
3. Improvement - maintaining and improving high standards for procedures and processes within the Chief Executives portfolio.
Person SpecificationOther Criteria Essential
* Excellent organisational skills with the ability to work both independently and as part of a team.
* Able to effectively manage a variety of tasks with possibly competing deadlines.
* An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.
* Highly developed interpersonal skills with the ability to exchange highly confidential, sensitive or contentious information clearly and effectively.
* An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.
* To have an adaptable and flexible approach to working hours and practices.
* Ability to manage own time.
* Ability to prioritise work and work to strict deadlines.
Qualifications Essential
* Qualified to RSA3 typing/word processing or equivalent qualification or experience.
* A willingness to undergo training and new skills.
Desirable
* Shorthand.
* Additional qualifications relevant to the role and to personal development.
Experience Essential
* Supervisory processes and practices; secretarial and administrative processes and practices.
* MS Office application experience.
* NHS / Trust protocols, policies and procedures.
* Considerable experience at senior administrative, secretary or PA role.
* Experience of organising and servicing meetings including minute taking, managing agendas and actions.
* Experience of dealing with people at all levels within and external to a large organisation.
* A well-developed understanding and knowledge of office based procedures and systems.
* Experience of dealing with people at all levels within and external to a large organisation.
* An ability to effectively implement, and ensure adherence to, Trust and Departmental policies and procedures associated with the role and the service.
* Appreciation of clinical and operational areas across the Trust.
* Understand and adhere to data protection, confidentiality, copyright and information governance laws.
Desirable
* Experience at senior level in a health care environment.
* Previous supervisory experience.
* Customer focussed and customer service skills.
* Diary management experience.
Skills & behaviours Essential
* Professional attitude to work.
* Polite and helpful customer service skills.
* Caring and understanding.
* Common sense and initiative.
* Ability to prioritise and organise workload.
* Demonstration of the Leeds Way Values.
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/
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