Informatics Personal Assistant and Administrator

University Hospital Southampton NHS Foundation Trust
November 21, 2022
Contact:N/A
Offerd Salary:£23,949 - £26,282
Location:N/A
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Job Ref.:N/A
Informatics Personal Assistant and Administrator NHS AfC: Band 4

Main area

Informatics

Grade

NHS AfC: Band 4

Contract

Permanent

Hours

Full time - 37.5 hours per week

Job ref

188-AC5358-A

Site

University Hospital Southampton

Town

Southampton

Salary

£23,949 - £26,282 pa

Salary period

Yearly

Closing

21/11/2022 23:59
Job overview

An exciting opportunity has arisen to join our Informatics Administration team at University Hospital Southampton NHS Foundation Trust (UHS). We are looking for a proven personal assistant and administrator to the Informatics Senior Management Team who will help ensure the smooth and efficient running of the service.

You will be part of a small business services team within the Informatics department, which comprises over 200 staff, and covers areas including IT, Digital Services and Digital Programmes. Whilst working closely with the Heads of Department, Chief Clinical Information Officers (CCIO) and Chief Nursing Information Officer (CNIO) you will frequently deal with highly sensitive, complex and confidential matters. You will be expected to liaise with colleagues in all other functions and levels within UHS, including representatives of the wider NHS and external healthcare organisations.

Main duties of the job

Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.

For an overview of the main duties of the role please see the ‘Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.

Working for our organisation

What we can offer you

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good' by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care.

All non-clinical roles may involve a mixture of on site and remote working, specific details and flexible working options can be discussed as part of the interview process. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

Detailed job description and main responsibilities

Your Responsibilities

What you'll do

• Provide administrative support and the organisation/management of diaries and emails for the senior management team, CCIO and CNIO • Take minutes/meeting notes of key internal and external meetings, ensuring actions are recorded and chased for completion • Prepare/draft meeting agendas, action trackers, reports and other supporting paperwork • Develop policies and procedures to maintain an efficient PA and administrative service • Deputise for the Senior Administrator and PA to the Chief Information Officer (CIO) ensuring the needs of the CIO and deputies are prioritised appropriately.

What we're looking for

In order to support the growing importance of Digital across the Trust, we are looking to appoint a conscientious individual with previous PA experience and excellent interpersonal skills.

You will need to have outstanding administrative and organisational skills and be able to adapt and prioritise yours and others workload in a fast-paced working environment.

You will be: • Proactive, efficient, and with excellent attention to detail • Someone who has prior working knowledge of administrative and organisational policies and procedures • A strong communicator who can build positive working relationships within the department and across the Trust • Able to adapt to a changing working environment and task list • Able to understand the business and use your initiative to improve working practices and embed efficient processes • Fully proficient with all computer packages, including Microsoft Office 365 (Microsoft Teams) • Someone who has previous PA/administrative experience within a large organisation Additional information

Interviews will be held on Monday, 28th November 2022

Should you have any queries, please use the contact details provided to get in touch.

Person specification Qualifications / training required Essential criteria
  • GCSE Level or equivalent qualifications to include English Language
  • Professional secretarial qualification or equivalent experience
  • Organisational administration qualification or relevant experience
  • Evidence of continued professional development
  • Desirable criteria
  • Exam certificates in MS Word, Excel or PowerPoint, along with any other PC skills courses
  • Previous or relevant experience necessar Essential criteria
  • Experience working as a PA or Secretary in a large organisation
  • Experience of diary/email management in Microsoft outlook
  • Experience in a busy office environment
  • Experience of taking minutes, arranging meetings and organising events
  • Experience of working to demanding timetables and exacting standards
  • Desirable criteria
  • Evidence of working in a healthcare setting alongside clinical and non- clinical personnel
  • Experience of taking minutes from on-line meetings and meeting recordings
  • Aptitudes and skills required Essential criteria
  • Ability to work on own initiative, plan and manage own and others workload (with minimal supervision)
  • Excellent attention to detail with the ability to provide and receive complex and technical information effectively
  • Ability to co-ordinate multiple admin tasks, define priorities and meet deadlines
  • Competent/intermediate level on all MS Office applications inc. Office 365
  • Values and behaviours Essential criteria
  • Able to demonstrate behaviours that meet the Trust Values: Patients First, Always Improving, Working Together
  • Evidence of team working
  • Please be advised that this vacancy may close earlier than stated if we receive a large number of applications. We will not accept any applications or queries via agencies, under any circumstances.

    For more information about our Trust

    Head to our careers portal thinkuhs.co.uk where you'll find information about:

    - Our values and vision - Our services and teams - Benefits we offer our staff - UK professional body registration - Information about our city - Relocating to Southampton - Our fantastic staff and their work

    To find out what our staff think about working here, you may also wish to look at our most recent friends and family test and NHS staff survey results, or our latest CQC report.

    Getting to work - our travel promise

    Getting to work should be as easy as possible and that's why we have introduced the UHS travel promise – a commitment from the Trust that we will provide reasonable travel options for every member of staff. Every member of staff can apply for a permit to use our park & ride facility. Eligibility for on-site parking is dependent on the nature and requirement of the role. All staff can also access a range of discounted benefits relating to travel including reduced price bus tickets, purchase of salary sacrifice bikes and ultra-low emission cars.

    Our commitment to equality

    Equality remains at the centre of our policymaking, service delivery, and employment practice, giving all employees equal opportunity to develop, apply for promotions, and have working arrangements that enable them to achieve a manageable work-life balance.

    UHS actively promotes a work environment free from harassment and discrimination and provides training for managers and staff to ensure this happens. We also closely monitor recruitment activity, training, development, and employment practices to ensure equality of practice with regard to race, colour, ethnic or national origin, religion or belief, gender, sexual orientation, disability, marital status and age.

    How and why we use your information

    The Trust is under a duty to protect the public funds it administers, and to this end may use the information you have provided on this form for the prevention and detection of fraud. It may also share this information with other bodies responsible for auditing or administering public funds for these purposes.

    The European General Data Protection Regulations enhances individuals' rights and safeguards all of their data in place under the DPA. Please click here to see how and why we store your information.

    Find us on social media, we're on: Facebook, Twitter, Instagram, and LinkedIn

    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, 243.9KB)
  • Personal Specification (PDF, 246.5KB)
  • Apply online now

    Further details / informal visits contact

    Name

    Mary Joseph
    

    Job title

    Informatics Admin Team Leader
    

    Email address

    mary.joseph@uhs.nhs.uk
    

    Telephone number

    02381 208477
    
    If you have problems applying, contact

    Address

     If you have problems with the
    

    online application form please contact Recruitment Support Services Open Monday to Friday 08:30am to 5:30pm

    Telephone

     01629 690826
    

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