Job summary
Employer heading
Executive Personal Assistant
Band 5
Job overview
An exciting opportunity has arisen to recruit an experienced Personal Assistant to join the Trust, supporting Aintree University Hospital's Leadership Team.
We are looking for an enthusiastic, experienced and professional Personal Assistant who has excellent organisational and communication skills, is a proficient minute taker with great keyboard skills. They will have a detailed understanding of Microsoft packages (Outlook365, Word, Excel and Powerpoint) and importantly, previous experience managing busy and complex diaries for multiple senior managers.
The post holder will join a friendly, welcoming team helping to deliver an effective executive support service and provide administrative support to Aintree University Hospital's leadership team. Working closely with another Executive Assistant they will support the sites Executive Managing Director, Director of Operations, Director of Nursing, Medical Director, Director of Finance and Director of People.
The post holder will be highly organised and efficient, able to multi-task and use their own initiative to manage and prioritise a wide range of tasks and responsibilities. Minute taking skills are essential.
The post holder must be able to work with a diverse range of colleagues, utilising good interpersonal and communication skills. Previous experience working in the NHS would be advantageous but is not essential.
Main duties of the job
Supporting a busy and diverse team, you will be enthusiastic and highly motivated to provide a quality PA service; able to balance conflicting demands on your time and your Directors’ time, you will have excellent organisational skills, delivering a high standard of accuracy and maintaining professionalism at all times.
The role requires excellent communication skills, a proactive, self-starting, friendly can-do attitude and the ability to develop strong working relationships across the Trust. You should be comfortable managing your own workload, using your initiative, while also working collaboratively with other PAs and senior managers within the organisation, and external stakeholders, to provide a comprehensive service to the Leadership Team.
Working for our organisation
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click here https://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf
Follow us on Social Media:
Facebook – Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Detailed job description and main responsibilities
Please read the full job description attached for a comprehensive description of the role. However, key duties include:
You will join a highly skilled and knowledgeable executive administrative team providing support to Directors across the Trust.
Applicants are encouraged to make full use of their supporting statement to demonstrate who they meet each of the criteria in the person specification. |
Person specification
Qualifications
Essential criteria
- Degree level of education or relevant demonstrable experience
- Evidence of personal and professional development
Desirable criteria
- RSA3/equivalent or formal secretarial qualification
Experience
Essential criteria
- Demonstrable experience in managing resources and stock
- Demonstrable experience of working as a PA to a Director or equivalent in a large complex organisation which includes taking and producing minutes
- Experience of working with senior level staff and maintaining good working relationships across a range of staff levels both internal and external to the Trust
- Clear experience of working in a busy environment and expertise across the full range of office systems and admin procedures
Desirable criteria
- Experience of managing or supervising staff
Knowledge
Essential criteria
- Knowledge of Microsoft Office (Word, Excel, PowerPoint) & Outlook
Skills
Essential criteria
- Excellent verbal and written communication and interpersonal skills and ability to identify the key messages and areas for action arising from telephone, email and personal conversations.
- Able to concentrate on specific and demanding matters, whilst dealing with unplanned interruptions
- Ability to seek, analyse and evaluate information
- Ability to maintain accurate filing/documentation systems
- Possession of strong organisational skills being able to manage multiple competing priorities and work to tight and/or unexpected deadlines
- Have a well planned, organised and systematic approach to tasks
- Ability to work with tact and diplomacy and react sensitively when dealing with complex, sensitive or confidential information about organisations or individuals both within and outside the Trust.
- Have a high attention to detail and excellent accuracy
- Able to take initiative and use own judgement in anticipating and dealing with queries
- Ability to work well under pressure
- A proactive team worker with motivational skills
- Able to work autonomously and unsupervised, but able to recognise when it is appropriate to seek advice
- Conscientious and reliable with a willingness to be flexible in order to meet the needs of the service
Other
Essential criteria
- Ability and willingness to undergo further training as required
Documents to download
Further details / informal visits contact
- Name
- Sarah Haslam
- Job title
- Office Manager - Executive Support Team
- Email address
- [email protected]
- Telephone number
- 0151 529 2226
- Additional information
Pre-visits / chats welcomed to address any enquiries you may have regarding this post.
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