Personal Assistant to The Deputy Chief Operating

6 days ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

NHS AfC: Band 4

**Main area**
- Administration
- **Grade**
- NHS AfC: Band 4
- **Contract**
- Permanent
- **Hours**
- Full time - 37.5 hours per week
- **Job ref**
- 164-4943389**Site**
- Nottingham University Hospitals NUH Trust - Trust HQ
- **Town**
- Nottingham
- **Salary**
- £23,949 - £26,282 per annum
- **Salary period**
- Yearly
- **Closing**
- Today at 23:59Job overview

We are seeking an experienced Personal Assistant to provide comprehensive administrative support, both to the two NUH Deputy Chief Operating Officers and to members of their team.

This is a fast-paced, varied role and the successful applicant will need to demonstrate their ability to manage conflicting priorities, meet deadlines, and be able to work using their own initiative with mínimal supervision.

To succeed in the role, you will require impeccable communication and interpersonal skills as you will act as the contact point for the two Deputy Chief Operating Officers and their team. As such, you will need to liaise with staff at all levels in a wide range of professions on a daily basis, and with an array of external stakeholders. You may also interact with patients, relatives and other members of the public, sometimes in difficult circumstances.

For an informal chat, please contact the existing post-holder:
Main duties of the job

To provide secretarial and administrative support to the two Deputy Chief Operating Officers and other members of the Corporate Operations Team, as required.

It will be your responsibility to ensure that all necessary documents and correspondence are available for meetings and other appointments, and you will need to maintain an awareness of ongoing issues and events in order to link appropriate papers and to ensure that outstanding actions are notified to the relevant team member prior to meetings.

Working for our organisation

This post is based primarily at Trust HQ on the Nottingham City Hospital campus; however, there will be occasions when the post-holder will be asked to cover meetings at other locations in Nottingham or to work from the Queens Medical Centre campus.

In addition to the above summary, you should familiarise yourself with the full Job Description and Person Specification documents attached to this advert.

Detailed job description and main responsibilities

Administration

Day to day management of the office functions

To provide secretarial and administrative support to the Deputy Chief Operating Officers and to members of the Corporate Operations Team, as required

To be responsible for managing and organising the diaries of the Deputy Chief Operating Officers and other members of the Corporate Operations Team. This will involve prioritising appointments and taking the initiative. where appropriate, to rearrange meetings to ensure best use of time, and raising instances where priorities conflict

To organise meetings that may involve co-ordinating the diaries of a number of senior staff from within and outside the Trust. This will include booking suitable venues, ordering refreshments and presentation aids, etc

To assist with additional administration work from other corporate departments, if required

To operate an effective ‘bring-forward’ system to ensure that issues can be followed up on time and are not overlooked, and maintaining an awareness of issues that need to be brought to the attention of the team

To assist in the preparation of presentations for the department

To maintain an efficient electronic filing system

To ensure that all necessary documents and correspondence are available for meetings and other appointments. The post-holder will need to maintain an awareness of ongoing issues and events, in order to link appropriate papers and to ensure that outstanding actions are notified to relevant team members prior to meetings

To draft routine replies to correspondence

To assist with the monthly sickness absence return and updating of annual leave records

To demonstrate confidence and professionalism at all times when dealing with people

To type correspondence, reports, agenda and minutes, ensuring accuracy and confidentiality at all times

To take notes and minutes at meetings, as required, picking out key points from the discussions

To collate and distribute papers for corporate meetings

Communication

To act as the contact point at the Trust HQ (City) office for enquiries from staff, patients and visitors

To respond promptly and appropriately to enquiries and requests for information and advice made either in person, by correspondence or over the telephone

To deal with a range of complex queries in the absence of management team ensuring matters are assigned to relevant members of staff

To demonstrate confidence and professionalism in managing people at all levels

Personal Professional

To have a knowledge and understanding of the Trust’s organisational structure and relevant organisations externally, ie CCGs, ICS, NHSE/I

To have appro

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