Personal Assistant to Head of Service (XN04)

NHS; Leeds; On-site; GBP 25,000 - 35,000; Full time

Job description

Personal Assistant to Head of Service (XN04)

The post holder will be accountable for the provision of a comprehensive personal assistant service to the Neurosciences Tri-Team. This will include secretarial activities such as word processing, filing, and diary management, but will also include developing, maintaining, and managing office and information systems in support of Neurosciences. The post holder will play a key role in preparing agendas, taking, transcribing, and distributing minutes, organizing follow-up actions, and ensuring an effective bring forward/briefing system in respect of key documentation required.

Main duties of the job

The post-holder fulfills a key role within Neurosciences and would be expected to carry out a comprehensive range of duties and take a lead role for the department in one or more of the following areas: Health & Safety; staff records management; implementation of departmental policies and procedures; handling complaints; ordering of stock items; taking responsibility for the recruitment and selection administration process for the team; induction and orientation programmes; performance monitoring of sickness, holidays, and other leave; and return to work processes.

Job responsibilities

The post holder will be responsible for:

1. Preparing and providing information to managers and to salaries and wages.
2. Ensuring correspondence and administrative tasks are aligned to service needs.
3. Being aware of and assisting with achieving the service standards, targets, and objectives departmental, Trust, and national.
4. Ensuring that processes/procedures comply with legislative requirements, including Health & Safety, Data Protection, and confidentiality.

Knowledge

1. An ability to effectively implement and ensure adherence to Trust and Departmental policies and procedures associated with the role and the service.
2. An ability to provide accurate and appropriate non-clinical advice and information to others - colleagues, staff at all levels, patients, and their families.
3. Appreciation of clinical/operational areas that the service area interacts with.
4. Understanding and adherence to data protection, confidentiality, and copyright laws.
5. An understanding of the relationship and impact on the service of a range of IT applications.

Skills

1. Excellent organizational skills with the ability to work both independently and as part of a team.
2. Effective supervisory skills, being highly motivated and leading by example to motivate other team members.
3. Ability to prioritize own workload and, where appropriate, that of the team.
4. Able to effectively manage a variety of tasks with possibly competing deadlines.
5. An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis.
6. An ability to accurately transcribe complicated/complex and sensitive notes and type complicated/complex information while subject to frequent interruptions.
7. Highly developed interpersonal skills with the ability to exchange confidential, sensitive, or contentious information clearly and effectively at all levels.
8. An ability to exercise judgment when dealing with inquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately.
9. To have an adaptable and flexible approach to working hours and practices.
10. Must be tactful and diplomatic.
11. To support and sustain the department's practice with efficient administrative protocols, processes, and procedures, in line with service needs.

Experience

1. Experience at supervisory/senior secretary/PA level in a health care environment.
2. An excellent knowledge of managerial procedures and protocols.
3. A well-developed understanding and knowledge of office-based procedures/systems and able to implement change and train, where appropriate, the secretarial/clerical team.
4. Interpretation and analysis of reports, databases, and spreadsheet information.
5. Well-developed knowledge and experience of using a variety of IT applications in a Windows-based environment.
6. Working in a customer-focused environment.

Qualifications

1. GCSE (or equivalent) English Language grade C or above.
2. RSA3 typing/word processing or equivalent.
3. European Computer Driving Licence (ECDL) is desirable.

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.