Personal Assistant

1 month ago


Southampton, United Kingdom University Hospital Southampton NHS Trust Full time

Job summary

University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.

Please note this vacancy is only open to applicants from Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT.

Please see below for a detailed job description of the role.

Main duties of the job

A Personal Assistant role has become available to join the Wessex Genomics Management team to support them in delivering the strategic objectives of the service. The team have several ongoing projects and workstreams that require additional administrative support to complement the existing administration team that is already working to deliver our business as usual activities.

Key Responsibilities

Provide a comprehensive personal assistant service. Coordinate and streamline administrative processes to ensure consistent and effective administration service is always maintained. To organise and prioritise multiple diary appointments where appropriate; rearranging when necessary, to take account of more urgent meetings/appointments as they arise, informing the appropriate manager of any changes, or new or urgent appointments. To provide administrative support relating to key projects including; recruitment and retention and IT transformation workstreams. Use your initiative to set your priorities within the specified timescales.

Travel will be required to either site as necessary, travel expenses will be paid in line with UHS policy.

About us

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to.

Specific to this role is the suitability for agile working which is a mixture of on-site and remote working. In addition, we are open to discussing flexibility in the hours that you work. Please talk to us at the interview about the flexibility you need, and we will explore what's possible for the role and employees can access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

Job description

Job responsibilities

General Duties

To act as the first point of contact by receiving telephone calls, emails and visitors, responding efficiently and promptly to queries, either personally by redirecting to the appropriate person/department, or taking a message and ensuring that appropriate priority is given to urgent enquiries/matters. To ensure that as the first point of contact, visitors and staff are met in a courteous and welcoming manner, offering refreshments as appropriate. To organise and prioritise multiple diary appointments where appropriate; rearranging when necessary, to take account of more urgent meetings/appointments as they arise, informing the appropriate manager of any changes, new or urgent appointments. To arrange meetings, liaise with other PAs/secretaries/staff as appropriate to set a mutually convenient time and date, coordinate multiple diaries and negotiate availability at all levels, booking/arrange suitable venues, travel arrangements, equipment and refreshments. To prepare/draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time. To attend meetings and take minutes/notes as required, initiating action on identified issues, as appropriate. To ensure that these are produced in line with the agreed format and distributed as necessary. To open, sort/redirect and prioritise incoming posts as appropriate. To respond to routine communications (including letters, memos, and emails) where possible, initiating routine correspondence within agreed guidelines/procedures for approval/amendment. To monitor outstanding responses and chase/check progress, to ensure deadlines are met. To maintain all personnel records, including contracts of employment, sickness certificates, and annual leave records. Highlighting problems/issues as appropriate. To order/maintain stationery/materials ensuring that appropriate requisitions are authorised, acting as the delegated signatory.

For additional information, please refer to the job description and person specification.

Person Specification

Qualifications, knowledge and experience

Essential

Good standard of secondary education with English skills demonstrable to GSCE pass level or equivalent standard NVQ level 4 in business admin or equivalent level of experience Experience working as a Personal Assistant or in business administration Working as part of a team and independently

Desirable

Experience within an Acute Trust or other healthcare sector Previous experience of working in an extremely busy environment Budget holding experience

Skills and competencies

Essential

Working under pressure Organisational skills Advanced keyboard skills Taking the initiative Time management Communication Working autonomously Problem solving

Trust Values

Essential

Patients First Always Improving Working Together

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