Personal Assistant / Administrator Medicine Division Full Time

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Job Overview

We are seeking an enthusiastic, organised and well-motivated individual with extensive administrative and secretarial experience, to provide Personal Assistance (PA) support to the Senior Divisional Management Team within the Medicine Division. The post holder will provide comprehensive administrative and secretarial support to the Divisional Operations Director, Divisional Director of Nursing and Clinical Director as well as supporting other Senior managers within the Divisional Management Team.

Main duties of the job

• Provide PA support to the Divisional Operations Director, Director of Nursing and Clinical Director within the Medicine Division
• Provide administrative assistance to the Senior Management Team in the Medicine Division
• Work as part of a team to provide full and effective administrative support and assistance within the Medicine Division in accordance with Trust and departmental policies and procedures.
• Strong administrative experience including minute taking, , word processing, experience of using databases/spreadsheets along with the ability to organise meetings and prioritise workload is essential.
• Able to demonstrate a high degree of initiative, independent judgement and decision making in response to the duties described below
• This is an interesting and varied role, which requires good communication skills as you will liaise with a variety of professionals within the Health Service.

Working for our organisation

This is an exciting time to join the team. You will be working for the largest Trust in the SW Region providing medical, surgical and maternity care for a population of approximately half a million people in the North Bristol, South Gloucestershire and North Somerset areas. This role will be based in the Brunel Building, one of the most advanced hospitals in Europe offering exemplary care in a beautiful and purpose built environment, designed with the patients privacy and dignity in mind.

North Bristol NHS Trust is located within one of the most vibrant cities in the UK. Bristol is famous for its year-round festivals, award-winning cycle tracks, exceptional gastronomy, stunning cityscapes and awe-inspiring street art.

Detailed Job Description And Main Responsibilities

• The post-holder will be required to communicate with all grades of staff within the Medicine Division and healthcare professionals across the Trust, patients, visitors and other service users.
• Provide a full secretarial and administration service to the Senior Divisional Management Team
• To maintain and coordinate the diary of the Divisional Operations Director, Director of Nursing and Clinical Director within Medicine Division, taking action as agreed and where necessary in their absence.
• To collect, assemble and act upon information as required, knowing when to refer to the Senior team, as necessary.
• Coordinate confidential and complex information on staff issues and confidential business concerning the Medicine Division.
• Receive and act on telephone enquires confirming that complex messages are understood by relevant individuals and influencing them to ensure appropriate actions are undertaken.
• To process reports, letters and other documentation using appropriate word processing systems , so that these are produced clearly and to a professional standard. This may include the composition of letters and preparation of responses for the Senior Management Team.
• To maintain staff rota’s includign the recording of annual/study/sick leave on e-rostering for the management team
• Use own judgement to ensure that all correspondence is appropriately dealt with and that all record keeping and office procedures are maintained at the highest level.
• To liaise closely with the administrative staff in the various Medical Specialties to ensure that good, proactive communication channels are maintained.
• To attend meetings as requested and appropriate, providing feedback as required.
• Take and transcribe formal minutes, circulating to attendees and other non-attendees as appropriate.
• Organise, and where necessary, attend other senior management meetings and provide full administrative support (such as: producing minutes, preparing drafts, circulating and producing supporting papers and taking action as appropriate on issues arising from the meetings).
• To undertake specific, but supported project work within the Services, as agreed and appropriate.
• To plan, prioritise and review work plans to ensure all work is complete according to urgency. Some activities may be on-going and require adjustments (eg appraisal planning and bookings).
• Work on own initiative to a high standard and make decision as appropriate and necessary.
• To participate in the Individual Performance Review in line with Trust’s Policy.
• Meet and greet visitors to the department and provide refreshments as required.
• To be flexible to the needs of the service with regards to cover of duties.

Other duties appropriate to the grade as agreed between the post holder and manager

Person specification

Education and training

Essential criteria

• Educated to GCSE standard or equivalent in English and Maths
• Word Processing skills (preferably MS Word) to RSA/OCR level 2/3 or equivalent

Work experience

Essential criteria

• Experience of minute taking and typing skills
• Experience of working as part of a team in a multi-disciplinary environment.

Desirable criteria

• Experience of working in the NHS or similar organisation

Knowledge/Skills/Abilities

Essential criteria

• Excellent communication skills, verbal and written
• Ability to work using own initiative with excellent organisational skills
• Recent working knowledge of Microsoft Office packages – Excel and Word

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.

North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.