Band 4 PA to Group Clinical Support Services

University Hospitals Birmingham NHS Foundation Trust

West Midlands

On-site

GBP 28,000 - 31,000

Full time

4 days ago

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Job summary

University Hospitals Birmingham NHS Foundation Trust is recruiting an experienced Personal Assistant to provide high-quality administrative and secretarial support to the 5 senior managers within the Group Clinical Support Services Management Team. The role is on-site at Queen Elizabeth Hospital Birmingham, requiring cover of core hours 8am-5pm on a roster basis.

You will manage complex diaries, prepare agendas, attend meetings, take minutes and handle confidential information with

Qualifications

NVQ Level 3 in Business Administration (or equivalent).
Experience in NHS/public sector environment supporting senior managers.
Strong IT and keyboard skills with confidentiality.
Experience managing diaries and taking accurate minutes.

Responsibilities

Provide comprehensive PA support to senior staff within the department.
Manage and coordinate complex diaries, meetings and schedules.
Prepare and distribute agendas, attend meetings, take minutes and distribute.
Collate information and design/produce documents for the division.
Handle confidential and sensitive information professionally.
Develop and maintain filing/retrieval systems.
Raise purchase orders on Trust finance systems.
Maintain accurate records, databases and filing systems.

Education

NVQ Level 3 in Business Administration

Tools

Diary management

Minute taking

Document production

IT skills

Communication skills

Time management

Job description

Job Summary

We are seeking an experienced and proactive Personal Assistant to provide high-quality administrative and secretarial support to the 5 senior managers within the Group Clinical Support Services Management Team.

Job Summary

Based at the Queen Elizabeth Hospital Birmingham within the Group Clinical Support Services offices, the successful candidate will deliver professional, confidential and proactive support, helping senior leaders deliver Trust priorities effectively. This is an exciting opportunity to work in a fast-paced and varied environment where strong organisational skills, attention to detail and the ability to manage competing priorities are essential.

The post holder will be highly organised, adaptable to changing demands and capable of working independently using their own initiative. The role also involves regular communication with both internal and external stakeholders.

Previous experience in a similar Personal Assistant or executive support role is essential.

Please note the successful candidate will be based on site within the Clinical Support Services Offices, at the Queen Elizabeth Hospital Birmingham and will be required to cover core working hours between 8am and 5pm on a roster basis.

Main Duties, Tasks & Skills Required

Main duties of the role include:

Provide comprehensive PA support to senior staff with the department.
Manage and coordinate complex diaries, meetings and schedules.
Prepare and distribute agendas, attend meetings, take minutes and distribute.
To collate information, design and produce documents for the division using a range of skills and software required.
Act as a key point of contact handling confidential and sensitive information in a professional manner.
To devise, implement and maintain systems for ease of filing and retrieval of documents.
To raise purchase orders on Trust finance systems.
Maintain accurate records, databases and filing systems.

About Us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Job Description

*Please Note : For a detailed job description for this vacancy, please see attached Job Description

Qualifications

Essential

Knowledge of a broad range of administrative and coordination procedures and systems, including nonroutine processes, typically gained through training and experience to NVQ Level 3 in Business Administration (or equivalent qualification or experience).
Understanding of organisational policies, procedures and governance arrangements, and the ability to apply servicespecific requirements within an NHS environment when supporting senior managers.
Awareness of data protection, information governance and confidentiality standards, including relevant legislative and organisational compliance requirements.

Experience

Essential

Experience of working in a customerfocused or publicfacing role.
Experience of working in an administrative or secretarial role, with the ability to support service delivery effectively.
Demonstrable experience of using initiative and problemsolving skills to manage routine and nonroutine administrative tasks.
Understanding of the importance of confidentiality and information governance in a healthcare or public sector environment.
Experience of supporting senior managers or leadership teams
Experience of managing diaries, coordinating meetings and taking accurate minutes
Experience of handling confidential and sensitive information appropriately
Experience of prioritising workload and managing competing demands to meet deadlines

Desirable

Experience of working in a busy environment
Experience of working in healthcare
Previous experience of transcribing formal minutes

Additional Criteria

Essential

Good verbal and written communication skills, demonstrating professionalism, empathy and compassion.
Ability to deal professionally and confidently with enquiries from staff, patients, visitors and external contacts.
Good IT and keyboard skills, including the use of standard office software and electronic systems.
Strong organisational skills, with the ability to manage competing priorities, multitask and meet deadlines.
Ability to work accurately and pay attention to detail in an environment with frequent interruptions.
Good timemanagement skills and the ability to work effectively under pressure.
Ability to handle sensitive and sometimes stressful situations calmly and appropriately.
Ability to use initiative, adapt to change and work effectively in unpredictable situations.
Confident in working with people at all levels and contributing positively to team working.
Demonstrates care, compassion and respect in all aspects of work.
Accurate typing and document production skills.
Ability to work effectively, flexibly and collaboratively as part of a team to meet service needs.
Demonstrates an understanding of equality, diversity and inclusion and applies this in daily practice.
Mature, open and flexible approach to work.
Ability to travel to multiple sites as required by the role.