Personal Assistant and Business Administrator (XN05)

NHS; Leeds; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading healthcare organization in Leeds is looking for a Personal Assistant and Business Administrator. This role involves providing a comprehensive support service to the Head of Organisational Development, managing diaries, and facilitating strategic meetings. The ideal candidate should have strong administrative skills and experience in a busy environment, along with a proven ability to enhance operational efficiency. You will also be involved in financial and procurement activities within the department.

Benefits

Support for professional development

Engaging workplace environment

Qualifications

• Experience of working in a busy administrative role.
• Experience organizing and servicing board/strategic level meetings.
• Considerable experience at Senior Personal Assistant level.
• Well-developed understanding of office-based procedures.

Responsibilities

• Provide comprehensive diary management for the Head of Organisational Development.
• Engage with stakeholders to support departmental activities.
• Manage meetings, including strategic board level minute taking.
• Support business management activities including purchase orders and stock ordering.

Skills

Organisational skills

Time management

IT skills (Word, Excel, Outlook)

Supervisory skills

Communication

Education

Functional Skills Level 2/GCSE Math and English

Tools

Microsoft Office Suite

PowerBI

Job description

Personal Assistant and Business Administrator (XN05)

Wehave an exciting opportunity has arisen to work as part of the OrganisationalDevelopment and Culture Team. We are looking for PA/Business Administrator toprovide a comprehensive personal assistant and business management service tothe Head of Organisational Development and Culture and Business Manager. The role covers the day-to-day activity ofthe department which supports our core offering of Induction, Appraisal,Mandatory Training, Apprenticeships, Learning and Organisational Development.

Thepost will be integral to the Organisational Development and Culture Centre ofExcellence and will work closely with stakeholders to ensure that we providea comprehensive administrative service.

Thepost holder will be responsible for the day to day management of the businessmanagement activity, and playing a key role in supporting strategic meetingsincluding preparing agendas and minute taking.

Main duties of the job

Mainduties will include:

Toprovide a comprehensive diary management service to the Head ofOrganisational Development and Culture.

Providea courteous and efficient service, and that any work is completed accuratelyand in a timely way

Tosupport the Business Manager with day-to-day financial activity, includingraising purchase orders, stock ordering and processing payments.

Totake a lead in managing relationships with both internal and externalproviders who support key functions of the departmental activity.

Providemeeting management including, taking accurate notes/minutes, preparingagendas, managing action trackers at strategic board level.

Providea comprehensive business administration function duties for the Head ofOrganisational Development and Culture direct reports and portfolios asrequired, making sound judgement when faced with a range of information, anddealt with in the timely manner.

Forthe right person this is a demanding and challenging role yet rewarding, withthe chance to develop your skills and career in a high profile and supportingTrust.

About us

LeedsTeaching Hospital NHS Trust provides care and treatment to over a millionpatients: employing over 23,000 employees. We have the ambition to providethe highest quality specialist and integrated care. Through supporting anddeveloping our people, we aim to achieve a consistent, high performing andsustainable workforce, with the Leeds Way values at the heart of everythingwe do.

OurOrganisational Development and Culture Centre of Excellence brings together arange of specialisms that deliver a joined-up service across the wholeorganisation from corporate induction, appraisals, training solutions,inclusion and positive action, apprenticeships and employability, leadershipand personal development, coaching, OD consultancy, and employee voice andengagement.

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.

Job responsibilities

Thepost holder will provide a personal assistant and comprehensive businessadministration service to support the delivery of high-quality service withinthe Organisational Development and Culture team, ensuring that all work iscarried out effectively, efficiently and in compliance with trust policies,procedures, good practice guidance.

Comprehensive diary management forthe Head of Organisational Development and Culture

Engage with stakeholder bothinternally and externally to support the key functions of the departmentalactivity.

Manage meetings includingstrategic/board level minute taking following appropriate governancestructures.

Communicating with customersproviding support and guidance relevant to an individuals needs.

Undertake day to day businessmanagement activity, including stock ordering, raising and monitoringpurchase orders, following the

Trust procurement processes.

Support and monitor thedepartmental Health and Safety requirements.

Provide and support thedepartmental overview including electronic staff records.

Support where appropriate therecruitment of administration staff

Create and maintain and enhanceeffective working relationships.

Maintaining and improving highstandards for procedures and processes within the OD&C portfolio.

Person Specification

Experience

• Experience of working in a busy administrative role Experience of working with a variety of different people in and outside the organisation
• Experience of organising and servicing Board/Strategic level meetings.
• Considerable experience at Senior Personal Assistant level experience
• A well-developed understanding and knowledge of office-based procedures/systems and able to support change and train others, where appropriate.
• Experience of working across multiple IT systems / platforms
• Interpretation and analysis of reports, databases and spreadsheet information.
• Experience and knowledge of at least one LMS Project or programme management implementation
• Experience of supervisory skills

Skills & behaviours

• Demonstrates ability to manage own workload and make informed decisions in the absence of required information.
• Ability to work to tight and often adapting to changing timescales
• Standard keyboard skills & ability to communicate through IT using packages such as Word, Outlook, Excel, Teams
• Ability to motivate, support and collaborate with people at all levels.
• Demonstrate a good level of administrative and organisational skills, ensuring a structured and methodical approach to work
• Experience of taking minutes at board level.
• Decision making skills when faced with a range of information.
• Experience of supervising others as required in an office environment
• Knowledge and understanding of digital systems including PowerBI would be an advantage.

Qualifications

• Maths and English qualifications - Functional Skills Level 2/GCSE grade 4-9 (A-C) or equivalent