Band 4 Personal Assistant

6 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
Are you currently looking for an exciting opportunity to work for one of the largest NHS Trusts in the country?

Are you ready for your next challenge? Do you want to try a new area of work?

If the answer is yes, we can help make that happen

Who are we looking for?
- A can do person who gets involved and makes things happen.
- Fabulous admin based skillset
- Not phased by working in a busy and fast paced office

What can we offer?

Supportive teams who want you to shine.

Opportunity to get involved and influence what we do and how we do it.

Opportunity to help and support our senior managers and Trust Directors do what they need to do.

The roles are located at our Queen Elizabeth and Solihull Hospital sites.

**Main duties, tasks & skills required**:
Provide full administrative and secretarial service to the team.

Diary management, arranging meetings including venue hire, catering & equipment.

First point of contact for staff & visitors.

To compile letters.

Prepare and distribute agendas, attend meetings, take minutes and distribute.

To collate information, design and produce documents for the division using a range of skills and software required. These will include flow charts, presentation (power point), databases (Excel).

To obtain personal& confidential information as required.

To devise, implement & maintain systems for ease of filing & retrieval of documents

To raise purchase orders on Trust finance systems.

Undertake office organisation.

Produce documents for the manager, such as spreadsheets, contracts, letters, memos policies and guidelines.

**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.

University Hospitals Birmingham is a Smoke-Free premises hospital.

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

**Person specification**:
**Qualifications**:
**Essential**:
Good General Education (eg. GCSE English and Maths A-C GCSE LEVEL 9-4

Business Administration NVQ level 3 or equivalent experience in an Administrative environment

**Experience**:
**Essential**:
Experience of dealing with the Public/Customer service experience

Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving

Previous experience of transcribing formal minutes

Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)

Experience of using IT systems

Good Organisational skills

Able to use own initiative and deal with the unpredictable

Able to work under pressure and to multi-task

Able to work to deadlines

**Desirable**:
Experience of working in a busy environment

Experience of working in Healthcare

**Additional Criteria**:
**Essential**:
Plus knowledge of dealing with non-routine issues such as problem solving for an area of work

Good communication / customer care skills both written and verbal demonstrating sympathy and compassion

Good keyboard/ IT skills

Good organisational skills and ability to multitask

Good time management skills

Ability to deal professionally with enquiries from staff, patients and visitors

Ability to pay attention to detail where there are predictable interruptions to the work pattern

Ability to deal with stressful situations and sensitive issues

Work effectively and flexibly as part of a team to meet the needs of the services

Confident in dealing with people at all levels

Must be able to demonstrate an understanding of equality and diversity

Mature open and flexible approach to work

Demonstrates care and compassion

Good inter-personal and communication skills.

Good organisational skills

Ability to travel to multiple sites

**Desir

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