Swydd wag: Executive Personal Assistant, Liverpool University Hospitals NHS Foundation Trust, Aintree

Crynodeb o'r swydd

Prif leoliad: Executive Assistant
Gradd: Band 5
Contract: Parhaol: Secondment opportunity would also be considered
Oriau: Llawnamser - 37.5 awr yr wythnos (09:00-17:00)
Cyfeirnod y swydd: 287-CEF-270-24

Cyflogwr: Liverpool University Hospitals NHS Foundation Trust
Math o gyflogwr: NHS
Gwefan: Aintree University Hospital
Tref: Aintree
Cyflog: £28,407 - £34,581 per annum
Cyfnod cyflog: Yn flynyddol
Yn cau: 15/07/2024 23:59

Executive Personal Assistant

Band 5

Swydd ddisgrifiad a phrif gyfrifoldebau manwl

Please read the full job description attached for a comprehensive description of the role. However, key duties include:

To provide full personal assistant and secretarial support to the Aintree Hospital Leadership Team
To produce letters, reports and presentation slides using a wide range of Microsoft applications including Word, Excel, Access, PowerPoint, email and any other administrative duties as required.
To manage multiple complex diaries adjusting plans which impact across the area and beyond being mindful of the impact on other areas.
Duties include arranging appointments, meetings, prioritising meeting requests based on the needs of the caller and the workload priorities and commitments of the Leadership Team.
To organise formal and informal meetings, compilation of agendas, action trackers, appropriate papers and minutes ensuring deadlines are achieved..
To manage the bookings for the various conference/tutorial rooms ensuring the appropriate equipment is available and maintained, as well as to arrange catering when necessary.
To provide a first point of contact across the spectrum of the Hospital Leadership Teams portfolio and to prioritise/manage/delegate key issues as appropriate to ensure the efficient operational running of the portfolio, in collaboration with associated Trust staff, with the freedom to act appropriately to any given situation guided by Trust policies and procedures.
To ensure representation on behalf of the Hospital Leadership Team for the interests of their portfolios at meetings and on other occasions when necessary.
To communicate confidential and/or sensitive information concerning any such issue arising in or from the portfolios, in a professional and discrete manner to all appropriate parties, including patients, public, staff and outside parties.
To establish and maintain prompt, effective contact and communication with internal and external stakeholders, in all matters relating to the portfolio and associated endeavours of the Trust.
To execute and manage prompt, effective verbal and written communication / queries in a confidential, professional and sensitive manner, preparing any draft responses as necessary.
To manage any verbal or written complaint and diffuse volatile situations using tact, discretion and empathy, dealing with sensitive and contentious personal information with appropriate advice and guidance.
To initiate and prioritise all necessary actions / emails arising from communication with any party, including further communication or discussion with relevant staff as appropriate.
To ensure the prompt distribution of correspondence, information, circulars and development bulletins, both internally and externally.
To assist in the preparation of documents, other reports and work for publication and presentations.
Ensure the team are fully briefed on complex events and scenarios as they arise, determining the priority of the issue and as necessary obtaining and collating the information needed to enable the team to make an informed decision.
In the absence of the relevant Director, escalate any urgent/sensitive situations to the appropriate person.

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.

Manyleb y person

Qualifications

Meini prawf hanfodol

Degree level of education or relevant demonstrable experience
Evidence of personal and professional development

Meini prawf dymunol

RSA3/equivalent or formal secretarial qualification

Experience

Meini prawf hanfodol

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

Meini prawf dymunol

Experience of managing or supervising staff

Knowledge

Meini prawf hanfodol

Knowledge of Microsoft Office (Word, Excel, PowerPoint) & Outlook

Skills

Meini prawf hanfodol

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

Meini prawf hanfodol

Ability and willingness to undergo further training as required

Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.

Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.

We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.

Candidates applying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months’ of their 18^th birthday.

The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.

The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £18+£5 (standard disclosure) or £38+£5 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment.

From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.

Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.

This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults’ policy and comply with the Local Safeguarding Children and Adult Board procedures.

Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.

All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.

As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.

Please note: new entrants to the NHS will commence on the first paypoint of the relevant band.