Job summary The post holder will work as a member of University Hospitals Bristol and Weston and be responsible for providing an efficient and effective personal assistant service to the senior management team within Weston General Hospital. Main duties of the job The post holder will provide a co-ordinated and effective administrative and secretarial service to their assigned Senior Management lead and team (where applicable). To service and attend Division-wide and management team meetings taking minutes, preparing, and distributing papers, presentations and reports as and when required. Following up on any action points as required. To prioritise workload, using initiative and dealing with or referring enquiries as appropriate and ensuring the smooth and efficient running of their assigned area. To undertake the word processing of letters, documents and general correspondence and administer filing/photocopying relevant copies/record keeping. To be the first point of contact to answer all telephone calls for their assigned area and pass on accurate and timely messages, dealing with all enquiries as far as possible using own judgement or delegate matters, proposing possible solutions to other Trust staff. To manage incoming correspondence including post and email for the Senior Management Team in accordance with agreed policies, and take responsibility for dealing with routine matters, draft responses or make further enquiries on behalf of Senior Management Team to facilitate a response. To draft letters, reports and presentations for the designated Senior Management Team member using IT packages (Microsoft Office inc. Teams, Word, Excel & PowerPoint) ensuring all are to the executive level PA required standard. About us University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward- thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge. Date posted 02 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year pa pro rata Contract Fixed term Duration 9 months Working pattern Part-time Reference number 387-WD-4607-MF Job locations Weston General Hospital Grange Road Weston-super-Mare BS23 4TQ Job description Job responsibilities For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy. Job description Job responsibilities For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy. Person Specification Qualifications and Training Essential Minimum of 5 GCSEs (Grade C or above) or equivalent, including English and Maths RSA III Word Processing or equivalent RSA II Audio Typing or equivalent NVQ in Administration or demonstrable equivalent experience in relevant subject area Knowledge and Experience Essential Experience of providing Secretarial/PA services to Senior Management or Director level within the NHS Previous experience of responsibility for agendas, paper collation and distribution and minute taking for a range of meetings Significant experience of common office procedures such as establishment and maintenance of filing systems, maintenance of electronic diaries and arrangement of meetings Shorthand and/or audio Good IT skills, in particular proven experience of typing and use of keyboards/computer literate Sound knowledge of Microsoft Office inc. Teams, Word, Outlook, Powerpoint and Excel Significant experience of dealing with the public, both on the telephone and face to face Previous experience of complaint handling To be able to communicate effectively, both verbally and in writing, information that is often complex and sensitive in nature to a range of audiences by different methods, e.g., face to face, over the telephone, by e-mail and letter To be able to plan and organise own workload, activities and programs and manage competing deadlines Strong organisational skills Good telephone manner with ability to take clear and accurate messages and ensure they are passed on appropriately Desirable Experience of office systems Knowledge of the Trusts financial policies and procedures Skills and Abilities Essential Excellent interpersonal skills Excellent organisational skills Ability to work independently using own initiative and to work as a member of the Team Attention to detail Self-motivated Flexible/adaptable to change Ability to negotiate/persuade/influence Strong customer focus Proven ability to meet deadlines/effective time-management Ability to maintain confidentiality at all times Ability to work calmly under pressure, and on own initiative without close supervision Excellent team player Person Specification Qualifications and Training Essential Minimum of 5 GCSEs (Grade C or above) or equivalent, including English and Maths RSA III Word Processing or equivalent RSA II Audio Typing or equivalent NVQ in Administration or demonstrable equivalent experience in relevant subject area Knowledge and Experience Essential Experience of providing Secretarial/PA services to Senior Management or Director level within the NHS Previous experience of responsibility for agendas, paper collation and distribution and minute taking for a range of meetings Significant experience of common office procedures such as establishment and maintenance of filing systems, maintenance of electronic diaries and arrangement of meetings Shorthand and/or audio Good IT skills, in particular proven experience of typing and use of keyboards/computer literate Sound knowledge of Microsoft Office inc. Teams, Word, Outlook, Powerpoint and Excel Significant experience of dealing with the public, both on the telephone and face to face Previous experience of complaint handling To be able to communicate effectively, both verbally and in writing, information that is often complex and sensitive in nature to a range of audiences by different methods, e.g., face to face, over the telephone, by e-mail and letter To be able to plan and organise own workload, activities and programs and manage competing deadlines Strong organisational skills Good telephone manner with ability to take clear and accurate messages and ensure they are passed on appropriately Desirable Experience of office systems Knowledge of the Trusts financial policies and procedures Skills and Abilities Essential Excellent interpersonal skills Excellent organisational skills Ability to work independently using own initiative and to work as a member of the Team Attention to detail Self-motivated Flexible/adaptable to change Ability to negotiate/persuade/influence Strong customer focus Proven ability to meet deadlines/effective time-management Ability to maintain confidentiality at all times Ability to work calmly under pressure, and on own initiative without close supervision Excellent team player 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) Address Weston General Hospital Grange Road Weston-super-Mare BS23 4TQ Employer's website https://www.uhbw.nhs.uk/ (Opens in a new tab)