Personal Assistant

2 weeks ago

WestonsuperMare, United Kingdom University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) Full time

Job summary

Weston General Hospital are looking for an experienced and enthusiastic Personal Assistant to support the senior management team.

The ideal candidate must have excellent and professional communication skills (both verbal and written), be able to manage several tasks at once and to prioritise them appropriately, have excellent IT skills including a detailed understanding of Microsoft Office (Word, Excel and Teams) and be very well organised. Your work must be professional and accurate to reflect the level of seniority within the management team.

Weston General Hospital is part of University of Bristol & Weston Foundation NHS Trust and as a result this role will provide the right candidate with an opportunity to grow and develop their skills, abilities, and knowledge.

Main duties of the job

The post holder will provide a co-ordinated and effective administrative and secretarial service to their assigned Senior Management lead and team. To service and attend Division-wide and management team meetings taking minutes, preparing, and distributing papers, presentations and reports as and when required. Following up on any action points as required Efficiently manage the diary of their assigned area ensuring that all internal and external meetings/conferences/virtual meetings are managed effectively, pro-actively dealing with any conflicts (utilising negotiating and influencing skills) and proposing solutions. Ensuring any necessary refreshments and equipment are organised and relevant materials/paperwork are available in good time. Travel arrangements for the Senior Management Team to be made where necessary. To be the first point of contact to answer all telephone calls for their assigned area and pass on accurate and timely messages, dealing with all enquiries as far as possible using own judgement or delegate matters, proposing possible solutions to other Trust staff. This may include receiving face to face, telephone or electronic complaints from patients, staff, relatives, or members of the public regarding highly emotive subjects, in a constructive and professional manner in line with Trust Policy. This could also involve direct contact with PALS and complainants to progress matters.

About us

University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.

Job description

Job responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Person Specification

Qualifications and Training

Essential

Minimum of 5 GCSEs (Grade C or above) or equivalent, including English and Maths RSA III Word Processing or equivalent RSA II Audio Typing or equivalent NVQ in Administration or demonstrable equivalent experience in related subject area

Knowledge and Experience

Essential

Experience of providing Secretarial/PA services to Senior Management or Director level within the NHS Previous experience of responsibility for agendas, paper collation and distribution and minute taking for a range of meetings Significant experience of common office procedures such as establishment and maintenance of filing systems, maintenance of electronic diaries and arrangement of meetings Shorthand and/or audio Good IT skills, in particular proven experience of typing and use of keyboards/computer literate Sound knowledge of Microsoft Office inc. Teams, Word, Outlook, Powerpoint and Excel Significant experience of dealing with the public, both on the telephone and face to face Previous experience of complaint handling To be able to communicate effectively, both verbally and in writing, information that is often complex and sensitive in nature to a range of audiences by different methods, , face to face, over the telephone, by e-mail and letter To be able to plan and organise own workload, activities and programs and manage competing deadlines Strong organisational skills Good telephone manner with ability to take clear and accurate messages and ensure they are passed on appropriately

Desirable

Experience of office systems Knowledge of the Trusts financial policies and procedures

Skills and Abilities

Essential

Excellent interpersonal skills Excellent organisational skills Ability to work independently using own initiative and to work as a member of the Team Attention to detail Self-motivated Flexible/adaptable to change Ability to negotiate/persuade/influence Strong customer focus Proven ability to meet deadlines/effective time-management Ability to maintain confidentiality at all times Ability to work calmly under pressure, and on own initiative without close supervision Excellent team player

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