Band 4 Personal Assistant to Deputy Medical Officer(s)

Job summary

The Executive Administration Team are responsible in providing our Executive Team and Deputy Directors with the provision of a full, first class, secretarial and administrative service. The team ensures that the Executive Team are able to focus on the leadership of the Trust and delivering a high level of patient care.

This role is a great opportunity for an individual to join the Trust and work with supportive colleagues who work together to achieve the best results for senior leaders.

There will be times, when the pressure is on and every minute counts, whilst juggling a number of tasks, but that is what makes the day challenging and exciting!

The role will support one Deputy Medical Director and two Deputy Chief Medical Officers in addition to support to the wider Executive Administration Team as and when required. This will enable the postholder to gain exposure and experience of the full Executive Team.

Main duties, tasks & skills required

The postholder will be the first point of contact for enquiries for the Deputy Medical Director and Deputy Chief Medical Officers and exercise initiative and judgement when dealing with enquiries on their behalf.

Communication is also very important in this role, as the postholder will be required to provide information, identify risks, issues and share this with those that they work with, including senior directors, admnistrative staff, and other internal departments.

It is important that the successful candidate has extensive experience of working in an administrative role to a Board Level Director or Very Senior Manager with a proven track record of problem solving. In addition to minute taking experience, managing complex diaries, information systems and is competent in the use of Microsoft Office packages.

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

Job description

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

Person specification

Qualifications

Essential

* Good standard of education to include GCSE Grade C or equivalent in English language.

* RSA III Word Processing or equivalent competency level.

* Advanced keyboard skills and significant experience of using Microsoft Office Packages, particularly Word, Excel, PowerPoint and Outlook

Experience

Essential

* Previous secretarial/administration experience, to include diary management.

* Experience of working to tight deadlines.

* Good knowledge of Microsoft Office

Desirable

* Experience of working with Board members.

* Experience of working in an NHS environment.

Additional Criteria

Essential

* Excellent organisational skills.

* Ability to work as part of a team and to take direction from senior team members.

* Legible and accurate written communication.

* Clear and concise verbal communication.

* Ability to make, receive, and process telephone messages.

* Ability to prioritise workload and use own initiative.

* Ability to work in a busy, challenging environment, whilst meeting agreed deadlines.

* Ability to multitask.

* Ability to relate to staff at all levels in the organisation, demonstrating excellent 'customer care' skills.

* Experience of minute/note taking.

* Well-developed interpersonal and communication skills.

* Evidence of excellent time management, prioritisation, and organisational skills.

* Confident and self-motivated with ability to use own initiative.

* Trustworthy and capable of demonstrating exemplary standards of confidentiality.

* Reliable and committed to the achievement of agreed objectives and activities.

* Able to work flexibly to ensure tasks are completed within agreed timescales.

* Team Worker.

* Excellent attendance and time keeping record.

* Ability to work flexibly (hours of work and duties) both as an individual and with other colleagues.

* Ability to work across sites if required.

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.

For help with your application, contact: 

Anita Randhawa 

anita.randhawa@uhb.nhs.uk 

01213714307