Apprentice PA to Directorate Managers

3 months ago

Stockport, United Kingdom Stockport NHS Foundation Trust Full time

Job summary

FULL TIME POST - HOURS A WEEK

To provide professional and comprehensive Apprentice PA duties to the Directorate Managers with the Medicine Division and provide administrative and secretarial support to the Divisional Matrons and members of the Senior Management Team as and when required.

Main duties of the job

An Apprentice Personal Assistant is required to support the Directorate managers within the Medicine Division.

To provide an excellent secretariat and planning function. Including providing a quality diary management service, ensuring that deadlines are met, that all correspondence and documentation is produced to highest standards of accuracy, and that clear systems and procedures are in place for managing documents and dealing with emails. Servicing of meetings and minute taking is an integral part of the role and skills in this area must be to an exceptional standard.

The post holder will demonstrate good organisational skills and have the ability to prioritise their own workload under pressure and use their own initiative and undertake additional work as required.

They must also be able to provide a courteous and diplomatic point for enquiries.

The post holder must be able to maintain a total level of confidentiality and be able to understand and act on complex information.

If you are reliable, discreet, and diplomatic and possess the qualities outlined above, we would like to hear from you.

About us

We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.

We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.

If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.

We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.

Benefits we offer to you:

Between 27-33 days of annual leave plus bank holidays NHS pension scheme membership Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further NHS Staff discounts Cycle to work scheme Salary finance - for loans, savings, budget planning and tips on managing debt Stockport Credit Union- for local financial advice Job description

Job responsibilities

Act as first point of contact for all communications to the Directorate Managers and deal with all such communications appropriately, including exchange of sensitive or contentious information.

Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or matters of commercial confidence.

To provide an administration and secretarial service to Directorate Managers and members of the Senior Management Team on a day-to-day basis.

An excellent level of communication and relationship skills required to liaise with external organisations, to deal with a wide range of contacts members of the public, Trust and Trust Directors and a range of members of other organisations local authorities and voluntary groups.

To provide administrative support to committees and senior level meetings, including the provision of papers, information and arrangements including catering/venue/access/equipment requirements. Be responsible for taking minutes and ensuring appropriate follow up action is taken.

Be responsible for the effective management of electronic diaries, using own judgement to make necessary adjustments to ensure the Directorate Mangers can carry out their duties and that their time is focused and maximised at all times. Resolving conflicting appointments and arranging urgent meetings, which arise on a day-to-day basis.

Prepare papers received via email prior to the meeting and confirming attendance or registering apologies. Check emails for request for attendance at meetings, acting independently co-ordinating availability as appropriate, re-arranging existing meetings to accommodate where required. Acting on initiative, reply as necessary. Anticipate the needs of the Directorate Managers, by arranging travel, finding directions or arranging accommodation if necessary.

Prepare non stock orders requisitions for specialist goods and any ad hoc orders. Sourcing products and acquiring prices from suppliers and liaising with procurement team on lead times for delivery, and/or raise appropriate items on the organisations purchasing system.

Support budget holders in the monitoring of annual call off purchase orders for specialist services and raise non stock order requisitions accordingly.

To support on the recruitment process for administration posts including short listing, interviewing, interview questions/test setting.

Monitor sickness absence for the Divisional Admin team and record for analysis and reporting via the Trust system.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.

If successful this vacancy will require a Standard DBS check at a cost of £ This cost will be deducted from your first Trust salary

In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £13.

Person Specification

Education & Qualifications

Essential

Good General Academic education to GCSE level RSA lll or equivalent - typing

Desirable

NHC Business Administration / NVQ Level 3 or equivalent

Knowledge

Essential

Knowledge of a full range of administrative and organisational policies and procedures, acquired through knowledge, training and relevant experience. Intermediate knowledge of all Microsoft Packages (Word, Excel, Access, PowerPoint)

Desirable

NHS Background or an understanding of the NHS Understanding of operational pressures relating to the areas supporting

Experience

Essential

Demonstrable experience as a Personal Assistant at a senior level Experience of working as a team member Proven experience of prioritising work and meeting deadlines Experience of taking minutes of meetings Previous NHS Experience

Skills & Abilities

Essential

Excellent Interpersonal and communication Skills Ability to organise and prioritise own workload. Ability to produce accurate, well presented documents to a high standard with a quick turnaround. Able to work under pressure and to tight deadlines. Use of initiative and ability to work unsupervised in a constantly changing environment. Understanding of confidentiality issues and the use of discretion. Ability to analyse and data check.

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