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Personal Assistant

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University Hospital Southampton NHS Trust

Yesterday

  • Job
    Full-time
    Junior, Mid & Senior Level
  • Southampton

AI generated summary

  • You need GCSE-level English, NVQ level 4 in business admin or equivalent, PA experience in healthcare, budget holding, strong organizational and communication skills, and the ability to work under pressure.
  • You will manage diaries, organize meetings, handle communications, support projects, maintain records, and ensure efficient administration and hospitality for visitors and staff.

Requirements

  • Good standard of secondary education with English skills demonstrable to GSCE pass level or equivalent standard
  • NVQ level 4 in business admin or equivalent level of experience
  • Experience working as a Personal Assistant or in business administration
  • Working as part of a team and independently
  • Experience within an Acute Trust or other healthcare sector
  • Previous experience of working in an extremely busy environment
  • Budget holding experience
  • Working under pressure
  • Organisational skills
  • Advanced keyboard skills
  • Taking the initiative
  • Time management
  • Communication
  • Working autonomously
  • Problem solving
  • Patients First
  • Always Improving
  • Working Together

Responsibilities

  • Provide a comprehensive personal assistant service.
  • Coordinate and streamline administrative processes to ensure consistent and effective administration service is always maintained.
  • To organise and prioritise multiple diary appointments where appropriate; rearranging when necessary, to take account of more urgent meetings/appointments as they arise, informing the appropriate manager of any changes, or new or urgent appointments.
  • To provide administrative support relating to key projects including; recruitment and retention and IT transformation workstreams.
  • Use your initiative to set your priorities within the specified timescales.
  • To act as the first point of contact by receiving telephone calls, emails and visitors, responding efficiently and promptly to queries, either personally by redirecting to the appropriate person/department, or taking a message and ensuring that appropriate priority is given to urgent enquiries/matters.
  • To ensure that as the first point of contact, visitors and staff are met in a courteous and welcoming manner, offering refreshments as appropriate.
  • To organise and prioritise multiple diary appointments where appropriate; rearranging when necessary, to take account of more urgent meetings/appointments as they arise, informing the appropriate manager of any changes, new or urgent appointments.
  • To arrange meetings, liaise with other PAs/secretaries/staff as appropriate to set a mutually convenient time and date, coordinate multiple diaries and negotiate availability at all levels, booking/arranging suitable venues, travel arrangements, equipment and refreshments.
  • To prepare/draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time.
  • To attend meetings and take minutes/notes as required, initiating action on identified issues, as appropriate. To ensure that these are produced in line with the agreed format and distributed as necessary.
  • To open, sort/redirect and prioritise incoming posts as appropriate.
  • To respond to routine communications (including letters, memos, and emails) where possible, initiating routine correspondence within agreed guidelines/procedures for approval/amendment.
  • To monitor outstanding responses and chase/check progress, to ensure deadlines are met.
  • To maintain all personnel records, including contracts of employment, sickness certificates, and annual leave records. Highlighting problems/issues as appropriate.
  • To order/maintain stationery/materials ensuring that appropriate requisitions are authorised, acting as the delegated signatory.

FAQs

Is this position open to applicants from outside Hampshire and the Isle of Wight NHS system?

No, this vacancy is only open to applicants from the Hampshire & Isle of Wight NHS system.

What are the main responsibilities of a Personal Assistant in this role?

The main responsibilities include providing comprehensive administrative support, coordinating diary appointments, organizing meetings, taking minutes, and managing correspondence.

What qualifications are required for this position?

A good standard of secondary education with English skills equivalent to GCSE pass level, an NVQ level 4 in business administration or equivalent experience, and prior experience as a Personal Assistant or in business administration are required.

Is experience in the healthcare sector preferred?

Yes, experience within an Acute Trust or other healthcare sector is desirable but not essential.

What skills are essential for this role?

Essential skills include working under pressure, organizational skills, advanced keyboard skills, communication, time management, problem-solving, and the ability to work autonomously.

Are there any specific expectations regarding travel for this position?

Yes, travel may be required to different sites as necessary, and travel expenses will be paid in line with UHS policy.

What benefits are offered to employees in this role?

Employees are entitled to a minimum of 35 days paid holiday (pro rata), access to NHS discounts, a generous pension scheme, and learning and development opportunities.

Is there flexibility in working hours for this position?

Yes, flexibility in working hours can be discussed during the interview, and agile working (a mixture of on-site and remote working) is suitable for this role.

What is the work environment like in Southampton?

Southampton is an attractive place to live and work, with lower living costs compared to London, access to beautiful natural areas like the New Forest National Park, and convenient travel options.

What values are important for staff in this organization?

The essential values include putting Patients First, continuously working on improvements, and promoting teamwork.

University Hospital Southampton NHS Trust

🏥 #NHS careers @UHSFT 🌡 Putting patients first 🤝 Working together 🔬 Always improving #LeadingTheWay

Science & Healthcare
Industry
10,001+
Employees
2011
Founded Year

Mission & Purpose

University Hospitals Southampton NHS Foundation Trust (UHS) offers a broad range of healthcare services, including specialized and emergency care, to the community. Their ultimate mission is to provide exceptional patient care, support, and treatment through innovation and excellence. UHS aims to improve health outcomes and enhance the patient experience by fostering a dedicated, skilled workforce and implementing advanced medical practices.

Benefits

  • Staff Discounts

    Receive discounts for major retailers and experiences with the Blue Light card, plus other salary sacrifice schemes.

  • 24/7 Wellbeing Support

    You can access impartial, confidential advice from qualified counsellors for many different issues.

  • Cycle to work

    Keep active with tax-free bikes and save up to 30% on cycling gear.

  • Park & Ride

    The Adanac Health & Innovation Campus provides a park and ride service.

  • Training & development

    We support development from entry level apprenticeships through to post doctoral research.

  • On-site Facilities

    Access to free gym membership, numerous eateries and bespoke gardens at our Southampton General site

  • Childcare support

    Support and advice is available to all employees on any childcare related issue.

  • Savings on childcare

    Access to childcare vouchers and our fee direct scheme.