Personal Assistant to the Physiological Sciences Service Manager
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George Eliot Hospital NHS Trust opened in 1948 and provides a range of elective, non-elective, surgical, medical, women's, children's, diagnostic and therapeutic services to a population of more than 350,000 people.
The hub of the Trust is located on the outskirts of Nuneaton and its services cover a large footprint, including north Warwickshire, south west Leicestershire, and north Coventry. We also provide primary and community services across Coventry, Warwickshire and Leicestershire.
Our vision is "to EXCEL at patient care". If you think you've got what it takes, help us realise this and join #TeamEliot.
Don't meet every single requirement? Studies have shown that women and people of colour aren't as likely to apply unless they meet every qualification of non specialist roles.
We're dedicated to building a diverse, inclusive workplace, so if you're excited about this role and meet our values, but your experience doesn't align perfectly with everything in the Job Description or Person Specification- apply anyway or email the Recruiting Manager to discuss the role further
We are proud to support the Armed Forces community. We are a Veteran Aware and Reservist Friendly organisation and welcome applications from Veterans, Reservists, Cadet Instructors, and family members of serving personnel.
Job overview
Job Title: Personal Assistant to the Physiological Sciences Service Manager
Hours per week: 18.75 hours per week (office rota pattern across the hours of 8.00-18:00pm Monday to Friday) (part time and flexible hours available)
Perm/Fixed Term: Permanent
Closing Date: 10th January 2025
Interview Date: 21st January 2025
Salary: £26,530 - £29,114 per annum
Highly motivated, experienced Personal Assistant required to work within the Physiological Sciences Services providing professional support to the Physiological Sciences Service Manager at the George Eliot Hospital NHS Trust.
An opportunity has arisen for a highly motivated individual to join the Physiological Sciences Services to provide professional support to the Physiological Sciences Service Manager at the George Eliot Hospital NHS Trust.
**This post may close early due to high numbers of applications, so you are advised to apply promptly. **
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
#JoinTeamEliot
Main duties of the job
- We are looking for a well-organised and enthusiastic individual with the ability to work well under pressure, be organised and have excellent communication skills are essential. You must be able to work both independently and within the team, liaise with staff at all levels in a confident manner and be willing to learn.
- Specific duties will include agenda preparation, minute taking, minute production, diary management, preparation of reports, arranging of internal/external meetings, arranging travel and accommodation, daily management of general office duties and project work/information gathering.
- Therefore, excellent time management, prioritisation and organisational skills are required. Self- motivation and a good attendance record are essential.
- Previous experience of working in the NHS is desirable but not essential.
Working for our organisation
George Eliot vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
Effective Open Communication
excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Detailed job description and main responsibilities
- Manage the Physiological Sciences Service Manager diary, taking responsibility for prioritising commitments, arranging meetings,
events and courses, nominating alternative representatives where necessary and compiling background information as required. - Be the first point of contact for all visitors to the Physiological Sciences Service Manager's office, prioritising and dealing with queries and calls in a sensitive and professional manner, arranging appropriate hospitality where required.
- Use own initiative to resolve problems and undertake analysis/investigative project work on behalf of the
Physiological Sciences Service Manager, including following up enquiries and obtaining information from other services. - Specific duties will include agenda preparation, minute taking, minute production, diary management, preparation of reports, arranging of internal/external meetings, arranging travel and accommodation, daily management of general office duties and project work/information gathering.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Person specification
Qualifications and Professional Training
Essential criteria
- GCSE Grade C or equivalent in English Language
- Appropriate Secretarial qualification or equivalent (Executive PA Diploma is desirable)
- OCR (Formally RSA 3) or equivalent
- Audio typing, Shorthand/ Speed writing, Minute taking
- IT - experience in Windows software packages: Word, Outlook, PowerPoint
Experience and Knowledge
Essential criteria
- Proven ability to prioritise workload and use own initiative
- Demonstrate ability to undertake projects, analysis, fact finding and administrative actions
- Track record of providing effective personal assistance to a senior manager, enabling objectives to be achieved within agreed timescales
- Ability to analyse and interpret information to produce clear accurate reports
- Evidence of excellent time management, prioritisation and organisational skills
- High levels of minute taking experience required from action notes
Skills and Abilities
Essential criteria
- Well-developed interpersonal and communication skills
- Tenacious with the ability to work in a busy, challenging environment, whilst meeting agreed deadlines
- Ability to relate to staff at all levels in the organisation, demonstrating excellent customer care skills
- Good telephone manner
- Attention to detail
- Ability to produce accurate minutes of meetings
- Proven experience of prioritising work and meeting deadlines
- Ability to use initiative, judgement to critically analyse and resolve problems, seeking advice/assistance, where appropriate
- Ability to recognise the importance, confidentiality and sensitivity of issues and act with the utmost discretion
Personal Qualities
Essential criteria
- Demonstrate ability to work as a team member and support colleagues
- Confident and self-motivated with ability to use own initiative
- Trustworthy and capable of demonstrating exemplary standards of confidentiality
- Reliable and committed to the achievement of agreed objectives and activities
- Able to work flexibly to ensure tasks are completed within agreed timescales and to meet the needs of the service
- Good attendance and time keeping record
Please note:
George Eliot Hospital NHS Trust utilises a third party recruitment system (TRAC). When applying via NHS Jobs, your submitted application will be imported into TRAC where all subsequent information regarding your application will be generated. You will not be able to track the progress of your application or receive messages via the NHS Jobs website. Furthermore, as an employer, we will not be able to respond to any emails/messages sent to us via the NHS Jobs website.
By applying for this post you are consenting to George Eliot Hospital NHS Trust transferring the information contained in this application to its preferred applicant management system, TRAC.
The Job application data you provide will be used to assess your application for employment at GEH, to verify your information and conduct reference checks, and to communicate with you. If you accept employment with GEH, the information collected will become part of your employment record and will be used for employment purposes.
All information provided will be used for recruitment purposes only and processed in a lawful, fair and transparent manner.
Other:
The Trust is committed to safeguarding and promoting the welfare of individuals and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice, if appropriate for the role, it is a mandatory requirement for all newly appointed staff to complete a Disclosure and Barring Service application.
In response to NICE guidance and to support the reduction of health harm from tobacco, the Trust has a smoke-free site policy which applies to anyone on Trust sites. Staff who smoke will be supported to quit or not smoke whilst on Trust sites.
George Eliot Hospital NHS Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees as they are at the heart of our patients journey. Our aim is to ensure that employees are equally valued, respected, empowered and included within an organisation that is representative of all members of the community. We define diversity as valuing everyone as an individual - taking pride in that we value employees, job applicants, students, volunteers, patients and visitors as people. This is reflected within our excel behaviours with a vision to create a workplace that represents a culture of kindness, joy and inclusion.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
- Job Description (PDF, 696.3KB)
- Person Specification (PDF, 272.6KB)
- Function Skills Requirement (PDF, 648.5KB)
- Functional Requirements (PDF, 620.0KB)