Personal Assistant
Job summary
Job Title : Personal Assistant
Substantive : Permanent Full Time
Working Hours : 37.5hrs Per week
Working Pattern: Monday to Friday between 08:00 - 17:00
Service: Core Services
We are looking to appoint a motivated and enthusiastic person who has excellent personal assistant, organisational, advanced administrative and interpersonal skills, with a high level knowledge of Microsoft Office software such as Outlook, Word, Excel. with the individual able to work with IT systems and simple data.
The main requirements of the role will be to ensure the delivery of a comprehensive, high quality secretarial and advanced administrative service to the Deputy Chief Nursing Officers. This should include (but not exhaustive) complex diary management, meeting coordination and associated formal minute taking, typing/word processing of letters, reports, and other correspondences.
The individual should have excellent interpersonal skills with the ability to communicate complex, sensitive information with a range of staff internally and externally.
Essential educational, skills, knowledge and experience requirements are detailed in the Job Description and Person Specification. This is a very busy role and the successful candidate will need to be able to work without direct supervision to meet challenging demands and should be able to evidence their experience of working in a similar role.
This role is for 37.5 per week, working Monday-Friday between the flexible hours of 0800-1700.
Main duties of the job
The post holder will provide comprehensive personal assistance to the Deputy Chief Nursing Officer (DCNO) and Director of Nursing by providing comprehensive and confidential patient-centredadministration and secretarial service in accordance with Departmental, Trust and National standards, policies and procedures.
The skills required include the ability to be confidential, timely and organise, scheduling diaries, meetings etc. Have an excellent telephone manner as well as being a good communicator, friendly, calm and efficient.
To maintain patient/staff confidentiality and adhere to and be aware of the implications of the Data Protection Act (1998) and Caldicott Principles (1997).
To co-ordinate information and reporting processes, monitor audits and action plans within the DCNO portfolio.
About us
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description
Job responsibilities
- Manage the Deputy Chief Nursing Officers commitments
- Liaising with Trust staff and other senior professionals internally and externally to the Trust
- To act as a point of contact to ensure all enquiries are managed and successfully resolved
- To ensure all documentation is up-to-date, accurate, and professional in presentation
- To implement and maintain an efficient, systematic office management procedures
- HR / Recruitment / Agency matters to include dealing with confidential matters on behalf of Corporate Nursing.
- To continually contribute to patient and business improvement Agendas.
- Support the Deputy Chief Nursing Officers in facilitation of a wide range of matters.
For further details please see the attached job description.
Please be advised that sponsorship is not eligible for this post.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Person Specification
Qualifications
- oECDL or equivalent. oNVQ Level 3 in Administration or equivalent. oRSA/OCR III or equivalent typing/word processing including audio typing. oAdvanced secretarial qualifications including diary management experience. oRecognised qualifications in literacy and numeracy (minimum GCSE English and Mathematics or equivalent) oA willingness to undergo training and new skills.
- oDeveloping business level qualifications
Experience
- oProven experience as a personal assistant. oExperience in complex diary management and meeting coordination. oAbility to communicate in English both verbally and in writing. oExcellent interpersonal skills. oAble to communicate complex, sensitive information with a range of staff internally and externally oGood professional telephone manner. oAble to work on own initiative. oComprehensive accurate Minute Taking and action logs oProven organisational skills. oDecision making and resolving complex work-related issues. oAbility to work with IT systems and simple data
- oKnowledge of NHS structures and governance processes
Knowledge
- oThorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel, PowerPoint. oKnowledge of spreadsheets and basic analysis oExcellent understanding of general office working procedures. oknowledge of specialist functional terms, organisational policies and procedures to manage non-routine issues/problems
- oAwareness of current issues
Skills
- oFlexible and adaptable oConscientious, with good attention to detail oAbility to work on own initiative whilst under pressure to meet tight deadlines. oAbility to prioritise. oExcellent telephone manner. oNeat, tidy appearance with professional attitude to patients, relatives and staff oAble to work independently or as part of a team. oGeneral good health with a reliable work attendance record. oConfident, self-motivated, logical and organised. oAbility to communicate with staff and patients. oIntegrity oDemonstrated the trait of a completer finisher oExcellent organisational skills. Touch Typing skills at a typing speed of at least 45 words per minute. oGood presentation skills. oAble to supervise support staff daily. oSound decision making skills. oExcellent level of verbal and written communication. oAble to demonstrate good persuasion and influencing skills. oAble to use judgement and initiative to provide information and support. oAble to apply tact and sensitivity to establish trust and confidence. oEmpathetic approach to managing and resolving enquiries. oAble to manage difficult and distressing situations effectively. oAble to analyse problems and initiate appropriate solutions effectively. oAble to compose and transcribe minutes, action logs, correspondence and reports. oAble to do basic data analysis for reports
Commitment to Trust Values and Behaviours
- oMust be able to demonstrate behaviours consistent with the Trust's values. (As detailed in UHCW's Values in Action document below) oApplicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience
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.
Employer details
Employer name
University Hospitals Coventry and Warwickshire NHS Trust
Address
University Hospitals Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
United Kingdom
Employer's website
https://www.jobsatuhcw.co.uk