Personal Assistant - Band 4

United Lincolnshire Hospitals NHS Trust; Wollaton; On-site; GBP 26,000 - 36,000; Full time

Job summary

United Lincolnshire Hospitals NHS Trust is seeking a proactive Personal Assistant to support the Alliance Care Group Triumvirate. Duties include managing electronic diaries, handling enquiries from staff, the public and patients, typing correspondence and reports, organising venues and papers for meetings, and taking minutes.

You should be fluent in Microsoft 365 (Word, PowerPoint, Excel, Teams), able to learn new systems quickly, and work with initiative.

Qualifications

• Good command of the English language, both written and verbal.
• Ability to use a variety of Microsoft software packages including Word, PowerPoint and Excel to a standard.
• RSA III word processing qualification or equivalent.
• Recognised advanced Personal Secretarial qualification.
• 5 GCSE's Grade C or above (or equivalent).
• ECDL qualification or ability.
• Experience of using PAS.

Responsibilities

• Manage electronic diaries for senior managers.
• Handle enquiries from staff, the public and patients.
• Type correspondence and reports.
• Organise venues, times and papers for meetings.
• Take minutes and maintain filing systems (paper and electronic).
• Monitor actions and maintain brought-forward and tracking systems.
• Travel to other sites/hospitals on occasions; flexible working.
• Learn new technology systems and use Microsoft 365/Teams to a high standard.

Skills

English language proficiency

Shorthand 80 wpm

Secretarial skills

Discretion & confidentiality

Education

RSA III word processing qualification or equivalent

Recognised advanced Personal Secretarial qualification

5 GCSEs Grade C or above

ECDL

Tools

Microsoft Word

PowerPoint

Excel

Teams

Job description

We are recruiting a Personal Assistant to the support the Alliance Care Group Triumvirate.We welcome applications from all sectors, healthcare knowledge is not essential, we choose our people very carefully and will consider all applicants against our Trust Values and Behaviours framework.

Your duties will include a full range of administrative tasks including managing electronic diaries, dealing with enquiries from staff, the public and patients, typing correspondence and reports, organising venues, times and papers for meetings, in addition to taking minutes, maintaining both a paper and electronic filing system, operating an effective brought forward and tracking system and monitoring actions.

It is crucial to be able to build relations quickly, communicate well and have excellent administrative skills. This will include being able to work with Microsoft 365 suite/Teams, to a high standard as well as being able to learn new technology systems. Team working cross cover and support is important but you will need to be self-sufficient and able to use your initiative.Candidates should have a good level of general education and excellent secretarial skills.

Main duties of the job

The successful candidate will be very enthusiastic, have a passion and desire to be the best, You will often be expected to act discreetly, using your own judgement and initiative when dealing with information that is private, confidential or sensitive in nature. You will be someone who can learn systems quickly and be efficient in their use. Full training on systems will be provided.

There will be requirement to travel to other sites/hospitals on occasions in order to fulfil the demands of the role therefore a valid driving licence will be required. We are supportive of flexible working providing the service needs are met.

The NHS is a great place to work, with a great rewards package and fantastic career development opportunities

About us

Lincoln Hospital is a thriving university city and with the opening of the medical school, it provides all major specialties and a 24-hour major accident and emergency service.

United Lincolnshire Hospitals NHS Trust has been granted teaching hospital status, after demonstrating evidence to significant teaching commitment. From now on it will be known as United Lincolnshire Teaching Hospitals NHS Trust.

Pilgrim Hospital is situated in beautiful countryside and serves the communities in the South Lincolnshire area. It provides all major specialties and a 24-hour major accident and emergency service.

Grantham and District Hospital serves the communities of Grantham and the local area. It provides ambulatory paediatric and accident and emergency services.

Lincolnshire Community Health Services NHS Trust (LCHS) and United Lincolnshire Hospitals NHS Trust (ULHT) have come together in a Group arrangement, with the goal of improving the care provided to patients across the county.

This will not constitute a formal merger of the two organisations, but will bring the Trusts together under a single Board and Executive Leadership Team, with the goal of improving the care that is provided to patients both in the community and in hospitals across Lincolnshire. Both Trusts will retain their separate statutory names and legal obligations.

The Group will be known as Lincolnshire Community and Hospitals NHS Group (LCHG).

Qualifications

• Good command of the English language, both written and verbal
• Ability to use a variety of Microsoft software packages, including Microsoft Word, PowerPoint, Excel spreadsheets, preferably to ECDL standard.
• RSA III word processing qualification or equivalent
• Recognised advanced Personal Secretarial qualification
• 5 GCSE's Grade C or above (or equivalent qualifications).
• ECDL Ability to write shorthand to a minimum speed of 80 wpm
• Experience of using PAS

Experience

• Experience of working at PA level for a Senior Manager
• Experience of servicing meetings, preparing agendas, attending meetings and taking and recording minutes
• Proven secretarial skills, including word processing, audio and copy typing to a speed of 50 wpm
• Computer literate to ECDL standards.
• Competent shorthand typist.
• NHS experience.

Knowledge, Skills and Aptitudes

• Ability to evidence/demonstrate key values and behaviours in line with the Trust values and vision
• Ability to use a variety of Microsoft software packages including Microsoft Word, PowerPoint, Excel spreadsheets, preferably to ECDL standard
• Ability to prioritise work effectively in order to meet deadlines
• Ability to work on own initiative
• Good communication skills (both written and verbal)
• Ability to understand context for discussions at senior management level and when required distil the key points into minutes and action plans

Specific Requirements

• Articulate
• Flexible, co-operative and adaptable approach to work
• Ability to maintain confidentiality
• Ability to work within a team environment
• Professional interpersonal skills

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.