Personal Assistant to Head of Service (XN04)

Dyddiad hysbysebu:	15 Gorffennaf 2025
Cyflog:	£27,485.00 i £30,162.00 bob blwyddyn
Gwybodaeth ychwanegol am y cyflog:	£27485.00 - £30162.00 a year
Oriau:	Llawn Amser
Dyddiad cau:	05 Awst 2025
Lleoliad:	Leeds, LS9 7TF
Cwmni:	NHS Jobs
Math o swydd:	Parhaol
Cyfeirnod swydd:	C9298-NEU-130

Crynodeb

The post holder will be responsible for: - Preparing and providing Information to managers and to salaries and wages. Ensuring correspondence and administrative tasks are aligned to service needs. Being aware of and assisting with achieving the service standards, targets, and objectives Departmental, Trust and National. Ensuring that processes/procedures comply with legislative requirements, including Health & Safety, Data Protection, and confidentiality Knowledge- An ability to effectively implement, and ensure adherence to, Trust and Departmental policies and procedures associated with the role and the service. An ability to provide accurate and appropriate non-clinical advice and information to others - colleagues, staff at all levels, patients, and their families. Appreciation of clinical/operational areas that the service area interacts with. Understand and adhere to data protection, confidentiality, and copyright laws. An understanding of the relationship and impact on the service of a range of IT applications. Skills- Excellent organisational skills with the ability to work both independently and as part of a team. Effective supervisory skills, be highly motivated and lead by example to motivate other team members. Prioritise own workload and, where appropriate, that of the team. Able to effectively manage a variety of tasks with possibly competing deadlines. An ability to train staff, including temporary staff, as required and to assess and monitor progress on a continuing basis. An ability to accurately transcribe complicated/complex and sensitive tapes/notes notes and type complicated/complex information while subject to frequent interruptions. Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels, i.e. patients, relatives, colleagues and other health professionals, within the Trust and externally. An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems within their remit, escalating issues appropriately. To have an adaptable and flexible approach to working hours and practices. Must be tactful and diplomatic. Appropriate typing/IT qualification or equivalent. To support and sustain the departments practice with efficient administrative protocols, processes, and procedures, in line with service needs. Experience- Experience at supervisory/senior secretary/PA level in a health care environment. An excellent knowledge of managerial procedures and protocols. A well-developed understanding and knowledge of office-based procedures/ systems and able to implement change and train, where appropriate, the secretarial/clerical team. Interpretation and analysis of reports, databases, and spreadsheet information. Well developed knowledge and experience of using a variety of IT applications in a Windows based environment. Working in a customer focussed environment. Qualifications- GCSE (or equivalent) English Language grade C or above. RSA3 typing/word processing or equivalent. European Computer Driving Licence (ECDL) is desirable. 6. THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values. Additionally, the following are core values which relate specifically to this post: Commitment to providing a high standard of efficient office practice ensuring a quality service is provided. Demonstrate a customer focussed approach to role. Professional and flexible approach and attitude. Understand responsibilities regarding confidentiality. Commitment to personal development and development of others. Commitment to being an integral part of the service team this may be a multi-disciplinary team. Honesty, integrity, and discretion. 7. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT) Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating, and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. CORE BEHAVIOURS AND SKILLS Commitment to ensuring work is completed and targets met within the timescales dictated by the Department/Service, Trust and/or external bodies. Communicate sensitively and effectively. Respect the privacy, dignity, religious and cultural beliefs of others. Effective supervisory/managerial skills. Have the ability to assess and resolve problems within the remit of the role. Able to adapt to new working practices/processes. Able to implement and review changes within the working practices/processes of the team. Flexibility in approach to working hours and working practices. Able to prioritise workload individual and that of the team, if appropriate. Ability to manage a variety of tasks and deadlines, achieving required deadlines. Effective communication skills, verbal and written. Understand and adhere to Departmental/Service, Trust and NHS processes and protocols. Continually monitor, review and, where appropriate, suggest/implement changes to improve the working practices and systems. Demonstrate a commitment to team working, departmental and multi-disciplinary team. Demonstrate integrity and respect confidentiality. CORE KNOWLEDGE AND UNDERSTANDING An understanding of CSU/Service/Departmental, Trust and National standards/targets that impact on the service area. An excellent knowledge of a supervisory/PA role. The post holder should be aware of the Trusts Policies and Procedures including Recruitment and Selection; Conduct and Discipline; Annual Leave; Confidentiality. Clear knowledge/understanding of terminology applicable to the service area. An understanding and appreciation of complimentary service areas/functions. Well developed knowledge and experience of using information systems, software applications and office equipment. Aware of the Data Protection Act and Confidentiality in relation to the role Have achieved a good standard of general education with qualifications and experience pertinent to the role. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Undertakes secretarial duties including filing, note taking, word processing, photocopying, faxing and dealing with general communications. Prioritise own workload and work with minimum supervision. Through liaison and co-operation with colleagues/managers, ensure the seamless provision of an effective and efficient administrative and secretarial service to SMT as required. Assist in the recruitment process and administration thereof, including departmental induction and orientation programme/s. If appropriate, to manage secretarial and clerical staff on a day-to-day basis including appraisal, absence management/return to work interviews and identification of their training needs. Assists in the organisation of the Departments workload. Provides a comprehensive administrative and secretarial service. Maintains appointment diaries for the SMT as necessary, makes appropriate arrangements e.g. booking rooms for meetings, refreshments, travel and parking arrangements etc. Deals with complex enquiries, investigating and researching matters, thereby providing appropriate information/guidance and advice, escalating issues to relevant senior staff. Liaises with external contacts/organisations and with internal departments/colleagues to access appropriate information/advice as required to fulfil the role. Research, analyses, compiles and presents, as required, information/materials involving reference to relevant documents and utilising appropriate equipment/software packages. Works in close liaison and support of other members of the team which may include providing cover for appropriate colleagues. Adheres to relevant Statutory Instruments and Trust Policies and Guidelines e.g. Data Protection, Health and Safety, Confidentiality and HR Policies and Guidelines. Attend meetings to take notes/minutes, prepare an accurate record of the meeting and distribute agreed minutes/statements as required. Ensure managers are informed of relevant day to day issues. Attend training courses as necessary to undertake the duties of the post. Records and monitors annual leave for SMT and reconciling leave booked with leave taken and resolving anomalies. Produces and maintain monthly attendance records electronically for the management team and for the salaries and wages department. Such other duties at a comparable level of responsibility as may be allocated to the post and post holder.