Job Overview
This is an exciting opportunity to join Bristol NHS Group as a Band 5 Personal Assistant, working within the Group Chief Executive’s Office and supporting senior leaders. There are three vacancies, supporting the Group Director of Quality and Director of Improvement, the Hospital Medical Director (Southmead Hospital) and the Hospital Director of Nursing (Southmead Hospital). Applicants should identify which role they are applying for.
Responsibilities
* Provide comprehensive personal and secretarial support to nominated Director(s), including maintaining diaries, managing inboxes, coordinating meetings and committees, preparing agendas and minutes, and supporting governance processes.
* Prioritise workload, use initiative, refer enquiries where appropriate and manage conflicts to meet deadlines.
* Organise travel arrangements for Senior Management Team, arrange refreshments, equipment and relevant materials for meetings.
* Draft correspondence, type reports and manage routine matters.
* Facilitate committee schedules, prepare and dispatch agendas, arrange venues, take formal minutes and follow‑up on action items.
* Organise workshops, booking rooms, catering, equipment and liaise with presenters.
* Maintain distribution lists, rotas and on‑call schedules.
* Handle confidential, sensitive and contentious information appropriately.
* Maintain a wide range of stakeholders communication and coordinate project tasks.
Person Specification
Qualifications
* Essential:
o NVQ Level 3 in relevant business or administration or equivalent qualification or significant previous experience.
o Evidence of commitment to continuing personal development.
o ECDL trained / MS Office competency certificate or equivalent experience.
* Desirable:
o Degree level education or equivalent experience as a senior PA.
o Formal typing / word processing qualifications (RSA II/III).
Knowledge & Experience
* Essential:
o Previous experience as a Personal or Executive Assistant to a Director in a busy office.
o Experience as a senior PA in a busy office.
o Experience supporting an executive team environment for projects and administration.
o Experience dealing with the public, Directors, Senior Managers on the telephone and in person.
o Knowledge of a full range of administrative and organisational policies and procedures.
* Desirable:
o Previous experience of the NHS.
Skills and Abilities
* Essential:
o Excellent organisational and administrative skills with a high level of accuracy.
o Ability to quickly understand complex concepts and prioritise accordingly.
o Excellent Microsoft Office skills and exceptional attention to detail.
o Excellent communication and interpersonal skills, building positive working relationships.
o Ability to work as part of a team.
o Ability to work under own discretion and initiative with a methodical and organised approach without supervision.
o Proven ability to meet deadlines and work under pressure with skills relating to prioritisation, delegation and time management.
o Effective written and verbal communication with a wide range of people within and outside the Trust.
o Negotiating and networking skills.
o Understanding of the sensitivity and confidentiality of Directors’ work and handling such work appropriately.
Personal Attributes
* Essential:
o Positive, friendly disposition and self-motivator.
o Pride in the quality and accuracy of work and attention to detail.
o Co‑operative, helpful and flexible attitude, enjoys challenge and demonstrates resilience.
o Forward‑thinking, innovative and proactive approach to work.
* Desirable:
o Willingness to undertake training and develop additional skills.
Equality, Diversity and Inclusion
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
Applicants are encouraged particularly to apply if they are from underrepresented groups. We encourage applications from people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre‑employment checks are undertaken on all successful applicants prior to commencement in post.
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