Personal Assistant

3 months ago

Shrewsbury, United Kingdom The Shrewsbury and Telford Hospital NHS Trust Full time

Job summary

We are seeking two experienced, enthusiastic, exceptionally well organised, confident and personable Personal Assistants to support the Surgical Services Management Team and Surgical Matrons.

We are looking for two individuals who are conscientious, with excellent computer skills, who can work independently or part of a team. The ideal candidates will be proactive and have proven previous experience in supporting senior management a range of administrative tasks.

The successful post holders will work collaboratively to provide administrative support to all specialities within the Surgery Centre, this includes working with operational and clinical colleagues to cover a variety of tasks. They need to have excellent communication skills and have experience in Microsoft packages along with a range of bespoke hospital IT programmes

Both post holders will be based onsite at The Royal Shrewsbury Hospital between two office locations. Flexible hours would be considered with the successful candidates to meet the needs of the service.

Main duties of the job

The post holders will be responsible for offering a comprehensive administrative and PA service to the Surgical Services Management Team and Surgical Matrons including:

To facilitate & coordinate meetings & events and all prevailing administrative duties including planning, agendas, take minutes (using paper & electronic methods), preparation of room & IT equipment, arrange venues/refreshments as required. To ensure that a high quality & timely admin support (utilising all Microsoft Office packages). This requires a high degree of keyboard skills, speed and accuracy. Process confidential information including the typing of reports, general correspondence, minutes, agendas etc. To develop and maintain appropriate bring forward systems for progress chasing, outstanding enquiries, comments & actions and be pro-active in utilising these systems. To take responsibility for own area of work, prioritising own workload and ensuring any areas of concerns are raised timely and appropriately. Managing payroll input and resolving queries Ordering and processing orders and invoices To ensure appropriate paper based & electronic filing systems are in place & ensure regular maintenance, in line with local and national legislation. Maintain personal files in regard to filing of all HR documentation including the production of highly sensitive documents that could relate to colleagues and other staff across the Divisions.

About us

Please note there are two roles available, please write in your supporting statement which vacancy you are applying for, either the 30 hour or 21 hour 15 minute vacancy.

Both vacancies will be based at The Royal Shrewsbury Hospital, but it is a requirement of the role that the post holder is able to travel to and work across all Trust sites.

Interviews are provisionally scheduled for Thursday 26th September onsite at the Royal Shrewsbury Hospital and candidates are asked to attend face to face.

If you would like to know more about the roles, please email

Join us at The Shrewsbury and Telford Hospital NHS Trust, where our passion for excellence drives everything we do.

We're on a mission to provide high quality, safe care to our patients, in an environment our incredible staff are proud to work in.

Our vision, 'To provide excellent care for the communities we serve,' is not just a statement; it's a promise we live by every day. Guided by our core Values - Partnering, Ambitious, Caring, and Trusted - we're determined to make a real difference in the lives of those who matter most: our patients and their families.

If you're ready to be part of a team that's dedicated to continuous improvement, come join us and let's make a difference together

Job description

Job responsibilities

In summary the post holders will assist with:

complex diary management providing a full and comprehensive administrative service to the team, to coordinate and manage the workload together to ensure the most efficient and effective use of resources dealing confidently with staff at all levels both internally and externally minute taking including agenda setting/invite coordination/action log management support senior managers with chasing outstanding tasks within their services deal with incoming correspondence on a daily basis across multiple email accounts, referring correspondence to other members of staff or departments for action as appropriate. answer and manage calls and be the main point of contact for the management team, dealing with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the query. processing of timesheets/absences on health roster and temporary staffing systems processing purchase orders on Oracle and receipting received goods

The Candidate Job Pack (attached) provides a more comprehensive (but not exhaustive) overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required.

Person Specification

Education and qualifications

Essential

NVQ3 or equivalent qualification or experience plus work based experience Evidence of continued professional development (CPD)

Experience

Essential

Proven ability to provide secretarial support to manager/team Evidence of ability to achieve own work targets

Skills and knowledge

Essential

IT packages including Microsoft Office Evidence of dealing with confidential matters, sometimes of a complex/sensitive nature Ability to manage own workload Range of secretarial skills including keyboard skills

Personal circumstances

Essential

Ability to travel across all Trust sites as required

Supporting statement

Essential

Included note of working hours as part of supporting statement? (Requested on vacancy advert)

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