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PA to Deputy Chief Operating Officer and Performance and Info Director

Posted 24 days ago

  • Sheffield, South Yorkshire
  • Any
  • External
  • Expired - 2 months ago
Employer
Sheffield Teaching Hospitals NHS Foundation Trust
Employer type
NHS
Site
Northern General Hospital
Town
Sheffield
Salary
£25,147 - £27,596 pa/ pro rata for part time staff
Salary period
Yearly
Closing
06/05/2024 23:59
Interview date
10/05/#####
PA to Deputy Chief Operating Officer and Performance and Info DirectorNHS AfC: Band 4We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated so whilst you care for our patients and clients, we’ll take care of you. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes , health and wellbeing packages and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.Job overviewAn exciting opportunity has arisen for an enthusiastic and suitably qualified individual to join our Chief Operating Officer's (COO) Office as a Personal Assistant to support the Deputy Chief Operating Officer and the Performance & Information Director, providing high-level administrative support to both posts, with an understanding of confidentiality and a flexible, adaptable approach to work, working as part of a wider Admin & Clerical team, enhancing the smooth running of the COO department.The right candidate will be self-motivated, reliable, and possess exceptional organisational skills, be used to working with senior colleagues in a busy environment, able to demonstrate how they lead by example taking responsibility for delivering a consistently high-level, quality and robust administrative service.Experienced PA, working in a busy setting is preferred, able to prioritise workload, multitask and work under pressure to meet tight deadlines also being a necessity. Experience of arranging and attending formal meetings, including the preparation and distribution of agendas, collation of papers, chasing of actions and transcribing of minutes is essential, along with a focussed and professional attitude towards your work. Interpersonal and communication skills are essential, with the ability to liaise with a wide range of people from within the Trust as well as from other organisations, presenting a professional image to both internal and external stakeholders.Main duties of the jobTo support the Deputy Chief Operating Officer and the Performance and Information Director, providing a full range of Personal Assistant duties.To ensure the management and support service to the Directorate is well co-ordinated and evenly balanced whilst maintaining a sensible level of individual accountability and direction within the team.To be the first point of contact for external and internal parties to access the Deputy Chief Operating Officer and Performance and Information Director.Working for our organisationThe Office of the COO is a busy and diverse department, with the Executive Director being responsible for the operational delivery of the Trust. As a result, the office is a fast paced, patient focused service which works closely with clinical, managerial and administrative teams across our organisation to support delivery of high quality care for our patients.There are daily contacts with a wide range of senior managers and staff from all directorates within the Trust and many external organisations.The PA is required to work on a daily basis with personnel up to Chief Executive / Chairman level as well as key external parties, often handling sensitive information and requiring the need to prioritise at speed.You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.Detailed job description and main responsibilitiesPlease view the attached Job Description and Person Specification documents for full details regarding this post.Please ensure that your application clearly demonstrates how you meet the role criteria.Person specificationEducation and QualificationsGCSE English and Maths at Grade C/4 or above or equivalent experienceOCR Word Processing III or equivalentECDL or evidence of short courses in All Core Microsoft Office Applications (Outlook, Word, PowerPoint & Excel)Diploma in Business Administration (level 4), or experience in business administration that would equate to level 4, or NVQ3 qualification plus other short courses (e.g. ILM3, ECDL)'ExperienceRelevant PA or secretarial experienceExperience of working with multidisciplinary teamsKnowledge and understanding of clerical procedures within a large organisation.Experience of Microsoft office packages, especially Word, Excel including Pivot tables and PowerPointExperience of audio typing and real time minute takingExperience of implementing and managing processes for filtering and prioritising large volumes of email traffic for multiple staff membersExperience of staff managementExperience of providing PA experience to senior managers within the NHSSkills and KnowledgeAbility to work independently with minimal supervision.Ability to work as part of a team.Ability to provide guidance and support.Excellent organisational skillsGood written communication skills including the ability to present information in a clear manner.Ability to prioritise effectively, including when working to tight deadlines.Ability to deal effectively with conflict and to minimise its escalation.Ability to solve problems.Competent to interpret numerical information.Ability to keep accurate and appropriate staff records.Maintain the highest standards of confidentialityAbility to produce brief reports including numerical information.Knowledge of medical terminologyFurther TrainingKnowledge of ESR and PALMSWhen selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, in submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.The Trust is committed to its obligations in accordance with the Equality Act#####0, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.Job Share applicants are welcome for all full time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken.For more information about our organisation and the opportunities available, please visit ourwebsite and follow us onTwitter andFacebook .Employer certification / accreditation badges
Name
Gail Leeming
Job title
Office Manager/PA to Chief Operating Officer
Email address
[emailprotected]
Telephone number
0114 27#####45
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