• Job Description

  Req#: C9356-23-0472?language=en&page=587&sort=publicationDateDesc

  Job summary

  We are seeking a highly skilled and experienced Personal Assistant who can provide a highly confidential, comprehensive service to the Chief Operating Officer and Deputy Chief Operating Officers.

  It is essential that the candidate has the ability to work on their own initiative in a highly demanding and fast paced environment, organise and prioritise workloads effectively whilst still maintaining the flexibility to produce work to a high standard.

  The successful candidate will have relevant practical experience in a support role in a busy office.

  Due to the nature of this position candidates will have experience of working within a confidential environment, be able to exercise tact and diplomacy at all times and have a professional manner in order to deal with a wide range of enquiries from inside and outside the Trust.

  Main duties of the job

  The Personal Assistant will be required to undertake a variety of tasks including managing and prioritising executive diaries and workload, setting tasks and keeping to timescales, convening and organising meetings, maintaining and updating filing/bring forward systems, preparing presentations, initiating and responding to correspondence and preparing board level reports and administering committees.

  Minute-taking is a key function in this demanding role and it is essential for the candidate to have had experience of this at senior management level. Candidates will need good typing and IT skills with experience of all Microsoft Office packages and an understanding of corporate governance.

  The ability to prioritise effectively within a very busy fast paced environment is also essential.

  About us

  Hull University Teaching Hospitals NHS Trust strongly encourages new starters to have the Covid-19 vaccine. However, it is not a mandatory requirement to work for us.

  HUTH has two main sites: Hull Royal Infirmary and Castle Hill Hospital with an annual budget of approximately £500 million. The Trust employs around 11,000 staff and serves an extended population of 1.25 million, delivering a number of outpatient services from locations across the area.

  The Trust's secondary care service portfolio is comprehensive, covering the major medical and surgical specialties, routine and specialist diagnostic services and other clinical support services. These services are provided primarily to a catchment population of approximately 600,000 in the Hull and East Riding of Yorkshire area.

  HUTH provides specialist and tertiary services to a population of 1.25 million extending from Scarborough in North Yorkshire to Grimsby and Scunthorpe in North East and North Lincolnshire respectively.

  Date posted

  03 August 2023

  Pay scheme

  Agenda for change

  Band

  Band 4

  Salary

  £25,147 to £27,596 a year PR PA

  Contract

  Permanent

  Working pattern

  Full-time

  Reference number

  356-23-5519512

  Job locations

  Hull Royal Infirmary

  Anlaby Road

  Hull

  HU3 2JZ

  
  

  Job description

  Job responsibilities

  For further details with regard to this vacancy opportunity, please see the attached Job Description and Person Specification.

  Job description

  Job responsibilities

  For further details with regard to this vacancy opportunity, please see the attached Job Description and Person Specification.

  Person Specification

  Qualifications

  Essential

  • NVQ3 or equivalent in Administration/secretarial or other relevant subject or working towards
  • GCSE or equivalent English Language
  • ECDL basic/working knowledge of Microsoft Office applications
  • RSA III shorthand or ability to take notes at meetings

  Experience

  Essential

  • Extensive experience of providing a range of administrative and secretarial support services.
  • Previous experience of taking and transcribing minutes

  Desirable

  • Experience of providing administrative/secretarial support in an NHS or healthcare setting.
  • Supervisory/ management experience

  Skills, Knowledge and Ability

  Essential

  • Ability to deliver high quality PA service to Director level
  • Excellent shorthand/minute taking skills
  • Proficient in the use of Microsoft Office applications
  • Excellent organisational and prioritisation skills
  • Self motivated, able to work on own initiative and use discretion to manage administrative staff
  • Ability to communicate clearly and tactfully and handle sensitive situations with diplomacy and persuasion
  • Ability to work under pressure, meet deadlines and handle multiple tasks
  • Ability to mange and solve problems with diaries
  • Effective motivator and communicator
  • Excellent verbal and written communication skills

  Desirable

  • Willing to work towards further qualifications

  Behaviours

  Essential

  • A team player
  • Personable, approachable and diplomatic
  • Project a professional image at all times
  • Ability to handle complex issues and solve problems

  Other Requirements

  Essential

  • Ability to work on own unsupervised
  • A need to work flexibly in terms of hours and Trust sites
  • Understanding of patient confidentiality and Data Protection and information Governance principles
  • Ability to deal with distressing and unexpected situations in a calm, mature and effective manner

  Person Specification

  Qualifications

  Essential

  • NVQ3 or equivalent in Administration/secretarial or other relevant subject or working towards
  • GCSE or equivalent English Language
  • ECDL basic/working knowledge of Microsoft Office applications
  • RSA III shorthand or ability to take notes at meetings

  Experience

  Essential

  • Extensive experience of providing a range of administrative and secretarial support services.
  • Previous experience of taking and transcribing minutes

  Desirable

  • Experience of providing administrative/secretarial support in an NHS or healthcare setting.
  • Supervisory/ management experience

  Skills, Knowledge and Ability

  Essential

  • Ability to deliver high quality PA service to Director level
  • Excellent shorthand/minute taking skills
  • Proficient in the use of Microsoft Office applications
  • Excellent organisational and prioritisation skills
  • Self motivated, able to work on own initiative and use discretion to manage administrative staff
  • Ability to communicate clearly and tactfully and handle sensitive situations with diplomacy and persuasion
  • Ability to work under pressure, meet deadlines and handle multiple tasks
  • Ability to mange and solve problems with diaries
  • Effective motivator and communicator
  • Excellent verbal and written communication skills

  Desirable

  • Willing to work towards further qualifications

  Behaviours

  Essential

  • A team player
  • Personable, approachable and diplomatic
  • Project a professional image at all times
  • Ability to handle complex issues and solve problems

  Other Requirements

  Essential

  • Ability to work on own unsupervised
  • A need to work flexibly in terms of hours and Trust sites
  • Understanding of patient confidentiality and Data Protection and information Governance principles
  • Ability to deal with distressing and unexpected situations in a calm, mature and effective manner

  Disclosure and Barring Service Check

  This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Additional information

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Employer details

  Employer name

  Hull University Teaching Hospitals NHS Trust

  Address

  Hull Royal Infirmary

  Anlaby Road

  Hull

  HU3 2JZ

  
  

  Employer's website

  https://www.hey.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  Hull University Teaching Hospitals NHS Trust

  Address

  Hull Royal Infirmary

  Anlaby Road

  Hull

  HU3 2JZ

  
  

  Employer's website

  https://www.hey.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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