Personal Assistant

Cardiff and Vale University Health Board; Birmingham; On-site; GBP 26,000 - 34,000; Full time

Job summary

University Hospitals Birmingham NHS Foundation Trust is seeking an experienced Personal Assistant to provide professional admin and secretarial support to the 5 senior managers within the Group Clinical Support Services Management Team. Based at Queen Elizabeth Hospital Birmingham, you will manage complex diaries, prepare agendas, attend meetings and take minutes.

The role requires excellent IT skills, discretion with confidential information, and the ability to prioritise in a fast-paced

Qualifications

• Experience in Personal Assistant or executive support roles.
• Strong diary management and minute-taking abilities.
• Proven ability to handle confidential information compliantly.
• Proficiency with standard office software and electronic systems.

Responsibilities

• Provide comprehensive PA support to senior staff.
• 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.
• Act as a key point of contact handling confidential information.
• Raise purchase orders on Trust finance systems.
• Maintain accurate records, databases and filing systems.
• Based at Queen Elizabeth Hospital Birmingham and support on-site as required.

Skills

Diary management

Minute taking

Confidential information handling

IT and Microsoft Office skills

Communication and interpersonal skills

Organisational skills

Team working

Prioritisation under pressure

Professionalism and empathy

Education

NVQ Level 3 in Business Administration

Tools

Microsoft Office

Electronic document systems

Job description

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.,

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

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