Job summary
- Main area
- Administrative and Clerical
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 188-AC051124
- Employer
- University Hospital Southampton NHS Foundation Trust
- Employer type
- NHS
- Site
- Southampton General Hospital
- Town
- Southampton
- Salary
- £26,530 - £29,114 per annum (pro rata)
- Closing
- 02/12/2024 23:59
- Interview date
- 10/12/2024
Employer heading
Care Group PA
Band 4
Job overview
Open only 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.
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for detailed job description of the role.
Main duties of the job
We are delighted to offer a fantastic opportunity for a customer focused, friendly, and enthusiastic individual as Band 4 Personal Assistant to come join our Care Group Management Team within Medicine. This role supports the Asc. Care Group Manager, Matrons, and Operational team in co-ordinating and managing key administrative aspects of our services.
The post is for 37.5 hours, working Monday - Friday, during core office hours, with some flexibility offered/required. You will be based at University Hospital Southampton.
You will join a supportive, enthusiastic, driven, and caring team in a professional working environment. The team work together with the aim to deliver high quality patient care whilst supporting staff wellbeing.
Successful applicants will need to demonstrate business and/or secretarial administrative experience within a customer/patient-focused environment, all whilst delivering work to a high standard, working both autonomously and as part of the team.
Working for our organisation
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 we are open to discussing flexibility in the hours that you work. Please talk to us at interview about the flexibility you need, and we will explore what’s possible for the role and service. UHS employees are able to 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.
Detailed job description and main responsibilities
Main responsibilities:
• Organising and prioritising diary appointments, re-arranging, when necessary, take account of more urgent meetings/appointments as they
arise, informing the manager(s) of any new, changes and urgent appointments.
• Arrange and facilitate meetings, liaising with other teams as appropriate to set a mutually convenient time/date. This may include the
booking/arranging of a suitable venue, equipment, and refreshments.
• Preparing meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals
in good time.
• Attend meetings, taking minutes/notes, initiating action on identified issues, as appropriate, ensuring that these are produced in-line with
the agreed format and distributed as necessary.
• Organising departmental events (e.g. team meetings, away days), which may include the preparation of agendas and other documents.
• Acting as the first point of contact on behalf of the relevant manager(s), receiving their telephone calls, emails, and personal callers,
responding efficiently and promptly to queries, either personally; by re-directing to the appropriate person/department; or taking a
message, and ensuring that appropriate priority is given to urgent enquiries/matters.
What we are looking for:
• Enthusiasm, self-motivation, flexibility, and drive will be required to ensure the success of this post.
• You will need to have an excellent level of written and verbal communication and minute taking skills.
• Effective interpersonal, organisational and IT skills are essential including working with TEAMS and online databases; excel spreadsheets, pivot tables and preparing PowerPoint presentations etc.
• You will have a good understanding of the need for confidentiality.
• You will be able to work in an open plan office, where there may be distractions and some noise.
Person specification
Qualifications, Knowledge & Experience
Essential criteria
- 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 criteria
- Experience within an Acute Trust or other healthcare sector
- Previous experience of working in an extremely busy environment
- Budget holding experience
Values & Behaviours
Essential criteria
- Patients First
- Always Improving
- Working Together
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Max Woodland
- Job title
- Junior Ops Manager
- Email address
- [email protected]
- Telephone number
- 023 8120 4614
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