Personal Assistant | University Hospitals of Leicester NHS Trust
| Posting date: | 03 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £25,147 - £27,596 per annum |
| Hours: | Full time |
| Closing date: | 03 May 2024 |
| Location: | Leicester, LE1 5WW |
| Company: | University Hospitals of Leicester |
| Job type: | Permanent |
| Job reference: | 6198264/358-5929436-EF-A |
Summary
An exciting opportunity has arisen for a personal assistant to join the Estates and Facilities team, who will provide a comprehensive secretarial/PA support to the Associate Director of Health, Safety Compliance and security portfolio, by providing a high quality and professional service, whilst managing an effective and efficient secretarial and administrative function within the Estates and Facilities Directorate. Previous secretarial/ PA experience and enhanced computer skills are essential for this role.
The post holder will be be working alongside other administrators and personal assistants, and must be able to demonstrate a highly organised approach to their workload.
Previous applicants need not apply
• Ensuring effective diary maintenance, room and meeting bookings and other administrative arrangements as required
• Establish appropriate filing systems and protocols and maintain files and records according to UHL
• Providing a first point of contact for all Health, safety and compliance queries also security, ensuring that confidentiality and data protection are not breached.
• To work on own initiative to answer queries regarding requests for information in accordance with defined protocols, and provide support and guidance to the Estates and Facilities Directorate where required
• Evaluate and deal appropriately with all incoming correspondence ensuring that urgent enquiries are passed to the relevant team member promptly. This will include an element of autonomous decision making.
• Responsibility for the initial handling of queries or other information requests coming into the Estates and Facilities Directorate
• Setting up of meetings, agendas, sending meeting invites and sharing information/papers to support those meetings as appropriate, which will also include taking minutes for meetings on a regular basis.
• Frequent liaison with other Directorates and external organisations
• Ensuring that records, reports and electronic databases are accurate and updated
• Day to day running of health, safety, compliance and security portfolio, secretarial and administrative needs plus any non-routine requirements/queries as necessary.
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
• high-quality care for all,
• being a great place to work,
• partnerships for impact, and
• research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
• we are compassionate,
• we are proud,
• we are inclusive, and
• we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
KEY WORKING RELATIONSHIPS
• Office Manager & Executive Assistant to Director of Estates and Facilities
• Director of Estates, Facilities and Sustainability
• Associate Director of Health, Safety & Compliance
• Deputy and Associate Directors of The Estates, facilities, and sustainability Team
• The Estates & Facilities Senior Management Team
• Staff in the Health, Safety, Compliance, and security Team
• Staff in the Corporate Directorates and Clinical Management Groups
• Key Internal and Stakeholders
Key Result Areas
• Monitoring and ensuring correspondence is produced in compliance with the Trust’s quality
• Liaising with other administrative staff in order to make diary appointments ensuring that all the relevant paperwork is received in a timely and efficient manner
• Ensuring that records, reports and electronic databases are accurate and well
• To support the Team in the effective management of targets in accordance with defined protocols
• To provide a courteous and professional service in line with the Trust’s standards at all times with respect to communication to all staff and external organisations
This advert closes on Friday 12 Apr 2024