Personal Assistant - Surgery Centre

The Shrewsbury and Telford Hospital Nhs Trust Charity; West Midlands Combined Authority; Hybrid; GBP 24,000 - 26,000; Part time

Job summary

An established healthcare provider seeks two dedicated Personal Assistants to support their Surgical Services Management Team. This role involves managing complex diaries, providing administrative support, and ensuring smooth communication within the team. Ideal candidates will possess excellent IT skills, particularly in Microsoft Office, and have a proactive approach to managing tasks. This position offers flexible working hours, including the possibility of remote work, making it a great opportunity for those looking to balance professional and personal commitments. Join a team committed to delivering high-quality care and making a difference in the community.

Qualifications

• Proven ability to provide secretarial support to managers.
• Experience in dealing with confidential matters.

Responsibilities

• Coordinate meetings and manage diaries for senior staff.
• Provide comprehensive administrative support to the Surgical Services Team.

Skills

Microsoft Office

Secretarial Skills

Diary Management

Communication Skills

Education

NVQ3 or equivalent

Job description

The Shrewsbury and Telford Hospital NHS Trust

About

The Shrewsbury and Telford Hospital NHS Trust is the main provider of district general hospital services for nearly half a million people in Shropshire, Telford & Wrekin and mid Wales. . Our main service locations are The Princess Royal Hospital in Telford and The Royal Shrewsbury Hospital in Shrewsbury, which together provide 99% of our activit ty. Both hospitals provide a wide range of acute h tal services including accident & emergency, outpatients, diagnostics, inpatient medical care and critical care. During 2012/13 the Princess Royal Hospital became our main specialist centre for inpatient head and neck surgery with the establishment of a new Head and Neck ward and enhanced outpatient facilities. It also became our main centre for inpatient Women and Children’s services following the opening of the Shropshire Women and Children’s Centre in September 2014. During 2012/13, The Royal Shrewsbury Hospital became our main specialist centre for acute surgery with a new Surgical Assessment Unit, Surgical Short Stay Unit and Ambulatory Care facilities. Together the hospitals have just over 700 beds and assessment & treatment trolleys. Alongside our services at The Princess Royal and Royal Shrewsbury, we also provide community and outreach services such as: Consultant-led outreach clinics (including the Wrekin Community Clinic at Euston House in Telford); Midwife-led units at Ludlow, Bridgnorth and Oswestry; Renal dialysis outreach services at Ludlow Hospital; Community services including Midwifery, Audiology and Therapies.ospi

Contact

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Key details

Location

SiteRoyal Shrewsbury HospitalAddressMytton Oak RoadTownShrewsburyPostcodeSY3 3XQMajor / Minor RegionShropshire

Contract type & working pattern

ContractPermanent: Two vacancies to be advertised, one 30 hour vacancy, one 18.45 hour vacancy. Both B3.Hours30 hours per week (Flexible hours with possibility to work remotely one day per week)

• Part time
• Flexible working
• Home or remote working

Salary

Salary£24,071 - £25,674 per annumSalary periodYearlyGrade(NHS AfC: Band 3)

Specialty

Main areaSurgeryInterview date08/10/2024

Job overview

We are seeking two experienced, enthusiastic, exceptionally well organised, confident and personable Personal Assistants to support the Surgical Services Management Team and Surgical Matrons.

We are looking for two individuals who are conscientious, with excellent computer skills, who can work independently or part of a team. The ideal candidates will be proactive and have proven previous experience in supporting senior management a range of administrative tasks.

The successful post holders will work collaboratively to provide administrative support to all specialities within the Surgery Centre, this includes working with operational and clinical colleagues to cover a variety of tasks. They need to have excellent communication skills and have experience in Microsoft packages along with a range of bespoke hospital IT programmes

Both post holders will be based onsite at The Royal Shrewsbury Hospital between two office locations. Flexible hours would be considered with the successful candidates to meet the needs of the service.

Advert

The post holders will be responsible for offering a comprehensive administrative and PA service to the Surgical Services Management Team and Surgical Matrons including:

• To facilitate & coordinate meetings & events and all prevailing administrative duties including planning, agendas, take minutes (using paper & electronic methods), preparation of room & IT equipment, arrange venues/refreshments as required.
• To ensure that a high quality & timely admin support (utilising all Microsoft Office packages). This requires a high degree of keyboard skills, speed and accuracy.
• Process confidential information including the typing of reports, general correspondence, minutes, agendas etc.
• To develop and maintain appropriate bring forward systems for progress chasing, outstanding enquiries, comments & actions and be pro-active in utilising these systems.
• To take responsibility for own area of work, prioritising own workload and ensuring any areas of concerns are raised timely and appropriately.
• Managing payroll input and resolving queries
• Ordering and processing orders and invoices
• To ensure appropriate paper based & electronic filing systems are in place & ensure regular maintenance, in line with local and national legislation.
• Maintain personal files in regard to filing of all HR documentation including the production of highly sensitive documents that could relate to colleagues and other staff across the Divisions.

Working for our organisation

Please note there are two roles available, please write in your supporting statement which vacancy you are applying for, either the 30 hour or 18 hour 45 minute vacancy. Both B3

Both vacancies will be based at The Royal Shrewsbury Hospital, but it is a requirement of the role that the post holder is able to travel to and work across all Trust sites.

Interviews are provisionally scheduled for Thursday 26 th September onsite at the Royal Shrewsbury Hospital and candidates are asked to attend face to face.

[email protected]

Join us at The Shrewsbury and Telford Hospital NHS Trust, where our passion for excellence drives everything we do.

We're on a mission to provide high quality, safe care to our patients, in an environment our incredible staff are proud to work in.

Our vision, 'To provide excellent care for the communities we serve,' is not just a statement; it's a promise we live by every day. Guided by our core Values - Partnering, Ambitious, Caring, and Trusted - we're determined to make a real difference in the lives of those who matter most: our patients and their families.

If you're ready to be part of a team that's dedicated to continuous improvement, come join us and let's make a difference together!

• Please note there are two roles available, please write in your supporting statement which vacancy you are applying for, either the 30 hour or 21 hour 15 minute vacancy.

Detailed job description and main responsibilities

In summary the post holders will assist with:

• complex diary management
• providing a full and comprehensive administrative service to the team, to coordinate and manage the workload together to ensure the most efficient and effective use of resources
• dealing confidently with staff at all levels both internally and externally
• minute taking including agenda setting/invite coordination/action log management
• support senior managers with chasing outstanding tasks within their services
• deal with incoming correspondence on a daily basis across multiple email accounts, referring correspondence to other members of staff or departments for action as appropriate.
• answer and manage calls and be the main point of contact for the management team, dealing with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the query.
• processing of timesheets/absences on health roster and temporary staffing systems
• processing purchase orders on Oracle and receipting received goods

The Candidate Job Pack (attached) provides a more comprehensive (but not exhaustive) overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required.

By submitting your application to Trac, you are giving your consent for parts of your application data to be transferred to the NHS Electronic Staff Record (ESR) and other secure, internal NHS Workforce systems. This is to support and manage your recruitment and employment within your employing organisation.

If successful, by completing your application form you authorise the Trust to obtain any previous NHS service details including all electronically held sickness information, via the Inter Authority Transfer process on the national ESR.

If the role requires a qualification/professional registration, you will need to provide proof during the recruitment process. By submitting your application you are giving the Trust permission to check the qualification certificates provided back to the source provider. Please note that a sample of all applicant’s qualifications will be checked with the educational institution or provider.

If you require the application form in an alternative format, please contact the Recruitment Team on 01743 492402.

In the event of a high response to this advertisement, this post will be closed. Early applications are advised. Unfortunately we do not accept CVs or keep them on file. If you are unable to apply online please contact the person named in the advertisement for the post you are interested in.

We commit to removing barriers for people with disabilities or long-term health conditions in recruitment, training, and career progression. We will offer an interview to all applicants with a disability who meet the minimum criteria for the above position and will support reasonable adjustments wherever possible. In addition, whilst all applicants will be judged on merit alone, we particularly welcome applications from candidates who are male, from black and minority ethnic backgrounds or who have a disability, as these are currently under-represented in our workforce.

We are committed to offering an interview to applicants from the Armed Forces community who meet the minimum criteria for the position. In addition, for those who are successfully appointed from the Armed Forces community, the Trust are committed to recognising previous service and rank in terms of pay, annual leave and other terms and conditions.

We are committed to equal opportunities in employment. The policies and practices of the Trust aim to promote an environment that is free from all forms of unlawful or unfair discrimination and values the diversity of all people. At the heart of our policy, we seek to treat people fairly, flexibly and with dignity and respect.

We are committed to making the Trust a great place to work, where all staff can reach their full potential and bring their whole self to work. We believe in promoting and enhancing inclusion, diversity and equality and welcome and encourage applications from all areas of the community, who meet the criteria for the role, regardless of age, gender, disability, race, religion or sexual orientation.

Don’t meet every single requirement? Studies have shown that women and people from an Ethnic minority background are less likely to apply for jobs unless they meet every single qualification. At The Shrewsbury and Telford Hospital NHS Trust, we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

We aim to create a trusting, flexible workplace, that attracts talent and enables everyone to be their best working self. Many of our colleagues work flexibly in many different ways, including part-time. Please talk to us at interview about the flexibility you need. We can’t promise to give you exactly what you want, but we do promise a fair and equitable process that balances your needs, the needs of our patients and service delivery.

Thank you for your interest in The Shrewsbury and Telford Hospital NHS Trust, we look forward to receiving your application for employment.

Person specification

Education and qualifications

Essential criteria

• NVQ3 or equivalent qualification or experience plus work based experience
• Evidence of continued professional development (CPD)

Experience

Essential criteria

• Proven ability to provide secretarial support to manager/team
• Evidence of ability to achieve own work targets

Skills and knowledge

Essential criteria

• IT packages including Microsoft Office
• Evidence of dealing with confidential matters, sometimes of a complex/sensitive nature
• Ability to manage own workload
• Range of secretarial skills including keyboard skills

Personal circumstances

Essential criteria

• Ability to travel across all Trust sites as required

Supporting statement

Essential criteria

• Included note of working hours as part of supporting statement? (Requested on vacancy advert)

Documents

• Job Pack (, 923.7)PDFKB

Further details / informal visits contact

NameClaire JobJob titlePersonal AssistantEmail address [email protected]Telephone number01743 261 000

If you have problems applying, contact

AddressThe Shrewsbury and Telford Hospital NHS TrustShrewsbury Business Park1 Douglas CourtShrewsburyShropshireSY2 6LGTelephone01743 492402