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Executive PA

Employer
Frimley Health NHS Foundation Trust
Location
Frimley
Salary
£29,828 to £36,311 per annum
Closing date
16 Jul 2024

View more

Profession
Other Health Profession
Grade
Band 5
Contract Type
Permanent
Hours
Full Time
Are you an approachable, flexible & highly organised PA?

Enjoy providing best possible support through positive & efficient communication?

IT-savvy with experience using MS Teams, MS Word, MS Excel etc?

Love to work in a fast-paced team?

We are looking for a highly motivated PA to support 1 Senior Executive & 2 General Managers.

What you'll be doing day to day:

Providing PA support to 1 Senior Executive & 2 General Managers

Building strong and trusting relationships with colleagues.

Diary management, scheduling meetings, managing phone calls and online requests

Coordinating meeting papers and distributing to meeting members

Taking meeting minutes, capturing any actions and distributing minutes to meeting member

Collation of data required for reports

Interacting on a daily basis with Network colleagues and external colleagues

The skills you need to bring:

Experience providing PA support in a fast-paced medical environment

Patient focused and service orientated approach

Ability to make independent decisions using sound judgement

Ability to work quickly, sometimes under pressure, and with impeccable attention to detail

Fluency in English with strong verbal and written communication skills

Ability to troubleshoot, problem solve and balance conflicting demands

Strong keyboarding and IT skills

Discretion and empathy

Main duties of the job

PURPOSE OF THE JOB:

To provide expert, high quality, comprehensive and responsive personal assistant support to the Head of Governance, Quality, Learning & Development, the Chief Information Officer and the General Manager for Infection and Immunity Sciences of BSPS with annual leave cover provided for the Personal Assistants of the Managing Director and Deputy Managing Director of BSPS as required.

To develop and maintain positive and constructive working relationships with peers and colleagues.

Regularly has contact with Senior Managers, Clinicians, Directors, Executive members of Trusts and ICBs, Chief Executives, Department of Health and Strategic Support Unit (SSU) officials.

Liaises with other staff and colleagues within all BSPS and the five PartnerTrusts at all levels.

About us

There's never been a more exciting time to build your career at Frimley Health, one of the country's largest and most respected trusts

Frimley Health NHS Foundation Trust (FHFT) has an outstanding reputation and a proud record of achievement. We have an ongoing commitment to improving the health and care services for the 900,000 people we serve across Berkshire, Hampshire, Surrey and south Buckinghamshire.

We continue to invest in our services and facilities, including a �10 million upgrade to the hospital maternity unit as well as �49m major new Emergency Assessment Centre on our Wexham Park site. The opening of a brand new �100m state of the art hospital which replaced the existing hospital facility at Heatherwood and are planning to invest further in diagnostics and inpatient capacity at Frimley Park.

We have also made significant investment in our quality improvement and digital programmes to support our vision and we will ensure that we achieve our aim of providing the highest quality healthcare to our patients. Our new EPR - Epic - went live in June and we are already beginning to reap the benefits of this ambitious investment.

Our threecore values, and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other.

If you have a passion for clinical excellence, patient care and your own career development, you'll feel at home at Frimley Health.

Job description

Job responsibilities

KEY TASKS & RESPONSIBILITIES:

Provide Personal Assistant support:-

Provide an expert, high quality, comprehensive and responsive personal assistant support to the Head of Governance, Quality, Learning & Development, the Chief Information Officer and the General Manager for Infection and Immunity Sciences of BSPS.

Organise, attend and minute meetings for the the Head of Governance, Quality, Learning & Development, the Chief Information Officer and the General Manager for Infection and Immunity Sciences of BSPS and track actions.

Provide annual leave cover, if required in exceptional circumstances, for the Managing Directors and Deputy Managing Directors PAs.

Maintain effective electronic and hard copy filing systems.

Receive and prioritise telephone calls and e-mails/correspondence, ensuring they are dealt with efficiently and effectively. Filter enquiries in an effective manner, taking responsibility for any necessary follow up action.

To respond to e-mails/correspondence on behalf of the Head of Governance, Quality, Learning & Development, the Chief Information Officer and the General Manager for Infection and Immunity Sciences of BSPS including full access to Outlook folders as required.

To anticipate the needs of the Head of Governance, Quality, Learning & Development, the Chief Information Officer and the General Manager for Infection and Immunity Sciences of BSPS and arrange timely production on their behalf.

To manage the time of the Head of Governance, Quality, Learning & Development, the Chief Information Officer and the General Manager for Infection and Immunity Sciences of BSPS through efficient and considered diary management, maintaining an in-depth knowledge of priorities and reacting accordingly as required.

To ensure relevant papers are always available for meetings.

To research topics of interest as required and directed by the Head of Governance, Quality, Learning & Development, the Chief Information Officer and the General Manager for Infection and Immunity Sciences of BSPS.

To be fully accomplished in preparing presentations for the Head of Governance, Quality, Learning & Development, the Chief Information Officer and the General Manager for Infection and Immunity Sciences of BSPS.

To collate relevant information, draft responses and prepare correspondence on a wide range of routine and non-routine issues, both internally and externally e.g. acknowledgements and references.

To be responsible for arranging attendance at conferences including travel and accommodation where necessary and approved.

To provide and receive information electronically, verbally or in writing which may be of a confidential or sensitive nature and ensure this is communicated appropriately within and outside of the organisation.

To collate and record annual leave, sickness absence, training & audit plans, workload statistics and any other leave or HR records as required for the Head of Governance, Quality, Learning & Development, the Chief Information Officer and the General Manager for Infection and Immunity Sciences of BSPS direct reports.

To ensure the secretarial and administrative processes and systems reflect best practice, reviewing and making improvements where necessary, in line with organisational needs.

To type letters, reports, high quality Powerpoint presentations and any other documentation required to a high standard using the full suite of Microsoft Office applications.

To handle confidential documentation and personnel matters in an effective and discreet manner.

To manage and order stationery, equipment and consumables.

Other

At all times to act as an ambassador for BSPS and Partner Trusts, being professional, confident courteous and helpful.

The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the postholder.

The post holder might be required to work across the Trust sites at any time throughout the duration of his/her contract, which may entail travel and attending meetings at different hospital and other sites.

Administrative and Secretarial

This job description is an indication of the type and range of tasks that are expected of the postholder, and other duties may be required, in line with the role and the banding. It will be reviewed and amended from time to time in consultation with the postholder to take account of changing organisational need.

This job description should be read in conjunction with the non-supervisory JD Addendum available at: http://www.frimleyhealth.nhs.uk/wp-content/uploads/2015/07/Job-Description-Addendum-non-supervisory.doc

Person Specification

Skills

Essential

  • Ability to work autonomously and use own initiative
  • Accuracy and attention to detail
  • Minute taking skills


Desirable

  • Design of computer-based learning.


Qualifications

Essential

  • Educated to a minimum of GCSE or equivalent
  • Secretarial training and qualifications
  • Shorthand and typing to RSA stage 3 or equivalent.


Desirable

  • Degree or equivalent level qualifications


Knowledge

Essential

  • Accuracy and attention to detail


Employer details

Employer name

Frimley Health NHS Foundation Trust

Address

Frimley Park Hospital

Portsmouth Road

Frimley

GU16 7UJ

Any attachments will be accessible after you click to apply.

151-SL0305-A

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