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    Personal Assistant - Dudley, United Kingdom - The Dudley Group NHS Foundation Trust

    The Dudley Group NHS Foundation Trust
    The Dudley Group NHS Foundation Trust Dudley, United Kingdom

    3 weeks ago

    Default job background
    Permanent
    Description

    Job summary

    To act as a Personal Assistant within the Corporate Services support function working with the Executive Assistant to provide support to the Chief Operating Officer, Deputy Chief Operating Officer, Director of Strategy & Operational Chief Information Officer.

    Act as secretary for specific corporate meetings which require the collation of supporting documentation, compilation of agendas, recording of minutes, transcription and identifying follow up actions as required. Room bookings and any specific travel arrangements

    To be responsible for the administrative functions in support of the Executive Assistant to ensure the smooth running of the office, handling sensitive and complex issues in a professional manner.

    To support the recruitment, selection and appointment process in line with Trust Policy for agreed specific areas.

    Main duties of the job

    Support the Executive Assistant to provide a comprehensive administrative service to the Chief Operating Officer, Deputy Chief Operating Officer, Director of Strategy & Operational Chief Information Officer by providing a high standard of administrative support to meet the needs of the objectives, executed with maximum efficiency and effectiveness, with particular emphasis on appropriateness, accuracy and timeliness.

  • Respond to correspondence, draft replies/reports for discussion and agreement.
  • To prepare formal agendas, take minutes for meetings, distribution of papers to team members as required and carry out other general secretarial and administrative duties.
  • Manage an effective bring-forward system to ensure correspondence and relevant information are available for timely action to meet agreed deadlines.
  • Prioritise own tasks, exercising a degree of independence, initiative and judgement. Assess situations, identify and resolve potential problems within own skill set.
  • Maintaining personal files of staff. Maintaining an effective filing system and ensuring the security of confidential files.
  • Ensure stationery stock levels are maintained and ensure ordering of supplies when appropriate.
  • Provide assistance as and when required with projects or specific work within the area.
  • Undertake any other duties, required by the Team appropriate to grade and relevant to the post.

    • About us

    At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of "excellent health care, improved health for all". We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace

    We are committed to becoming a diverse and an inclusive employer and where people feel sense of belonging. Seeking to expand diversity within our teams, we positively encourage applications from under-represented groups such as ethnically diverse, disabled and LGBTQ+ groups. We are also under-represented in-terms of gender within nursing roles and we would welcome applications from people from male and non-binary backgrounds.

    Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD department. These include topics such as communication, wellbeing, team development, cultural competency, and values, plus much more. For those in a Management/Leadership role, there are additional programmes to support you to develop the skills you need. These include our Managers Essentials Programme and a Leadership Programme that all managers will attend as part of your Dudley Managers Induction. Our Learning Prospectus is a great way to discover the details behind what's available for you here at The Dudley Group.

    We are committed to home life balance through flexible working and making reasonable adjustments where possible

    Job description

    Job responsibilities

    Please refer to the attached job description for full details of the main duties and responsibilities that the post holder is required to undertake.

    Person Specification

    Qualifications & Education

    Essential

  • NVQ Level 3 in Business Administration
  • English & Maths GCSE Grade C or above / equivalent
  • Secretarial experience and RSA/OCR Level 3 or equivalent qualification

    • Desirable

  • Advanced skills in Microsoft Office & general IT skills equivalent to ECDL (European Computer Driving Licence)

    • Equality, Diversity, Inclusion and Trust Values

    Essential

  • Able to provide safe, caring, and effective services
  • Values and behaviours that reflect the Trust values of Care, Respect and Responsibility
  • Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong, and their contribution is valued

    • Knowledge and Training

    Essential

  • Knowledge and Training
  • Commitment to training and willing to undertake training to meet requirements for the role
  • Willing to undertake training to meet the ever-changing requirements of the role applied for

    • Experience

    Essential

  • Previous experience in an administrative PA role
  • Experience dealing with recruitment
  • Experience of high-quality minute taking
  • Able to work with confidential material and maintain confidentiality and discretion

    • Desirable

  • Experience in leading or supervising a team is highly desirable

    • Communication & Relationship Skills

    Essential

  • Evidence of effective team working to deliver good outcomes and also able to work alone
  • Excellent interpersonal, and time management skills, diplomacy, tact and well-developed organisational skills.
  • Excellent written/oral communication skills

    • Analytical & Judgement Skills

    Essential

  • Practical approach to problem solving on a day-to-day basis
  • Able to use initiative, multi-task and prioritise duties

    • Planning & Organisational Skills

    Essential

  • Ability to meet deadlines and manage time/set priorities
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