Personal Assistant to Deputy Director of Delivery

4 months ago

Birmingham, United Kingdom The Royal Orthopaedic Hospital NHS Foundation Trust Full time

Don’t miss this fantastic opportunity to join our dynamic team here at The Royal Orthopaedic Hospital NHS Foundation Trust.

We are currently recruiting Band 4 Personal Assistant to Deputy Director of Delivery, to join our dynamic team.

To provide secretarial and administrative support to the Deputy Director of Delivery and senior management team. To administer a number of key meetings and support the Estates function.

Please see attached Job Description and Person Specification for further information on main duties of the job.

Due to the nature of the position, unfortunately, we are unable to offer visa sponsorship.

The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.

Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.

The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.

We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.

The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.

1. Provision of confidential professional secretarial and administrative support including:

- Management of diary appointments and provision of supporting documentation
- Organisation and arrangement of meetings
- Ensure bring forward and filing systems are kept up-to-date
- To organise, administer and act as secretary for a number of key committee meetings for and on behalf of the Director and other senior managers, to include preparation and circulation of agendas and papers, attendance at meetings and taking minutes. Ensure all meeting Terms of Reference are reviewed and updated as appropriate.
- To act as point of contact for the Director and other senior managers
- Receive incoming calls and dealing with them appropriately for and on behalf of the Director and other senior managers
- Liaise with internal and external colleagues for and on behalf of the Director and other senior managers
- Open correspondence and initiate appropriate action where necessary
- Produce documents and correspondence including letters, committee papers, job descriptions, policies etc

1. To liaise with all levels of staff within the organisation and with external agencies on behalf of the Director and other senior manages in a role representative of the Trust.
1. To organise and administer annual appraisals for staff line managed by the Deputy Director of Delivery and other senior managers and to ensure all relevant paperwork is produced and circulated prior to each appraisal.
1. To support the Deputy Director of Delivery and other senior managers in ensuring the staff line managed by them are fully up-to-date with annual and statutory training as required.
1. To co-ordinate training for Trust members of staff who are required to respond in the event of a major incident.
1. To work closely with the Deputy Director of Delivery in recruitment, termination, absence and other HR staffing processes as required.
1. To support the operational Estates function using the Integra Financial Management system and Helpdesk module.
1. To provide cross-cover for colleagues within the Estates team as required, particularly the Helpdesk Co-ordinator.
1. To monitor all incidents raised in the Trust relating to the Estates department and follow-up with the Estates management team to ensure the appropriate action is taken in a timely manner.
1. To work with the Director to monitor and update the department’s risk register.
1. To ensure all policies relating to the Estates department are reviewed and updated on a regular basis and approved following the Trust’s policy process.
1. To undertake any other responsibilities related to the role as required.

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