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Administration officer - pa to community leadership team

Whitby (North Yorkshire)
Transformationunitgm
Administration
Posted: 30 June
Offer description

Main area Personal Assistant Grade NHS AfC: Band 4 Contract 18 months (this role is fixed term for 18 months to cover current post holder secondment.) Hours 37.5 hours per week (the role is full time and requires the full hours covered.) Job ref 338-7265217-25

Employer Humber Teaching NHS Foundation Trust Employer type NHS Site across all community service sites Town whitby Salary £26,530 - £29,114 per annum Salary period Yearly Closing 10/07/2025 23:59


Administration Officer - PA to Community Leadership Team


NHS AfC: Band 4

Humber Teaching NHS Foundation Trust are proud award winners of the HSJ Provider of the Year 2019


Job overview

An exciting opportunity has arisen for an enthusiastic and experienced Admin Officer/Personal Assistant to join the community leadership team.

We are looking for a candidate who has experience of working in a fast paced environment and can deliver a high quality Personal Assistant service, administrative and secretarial support to the community service managers and matrons.

This role will be challenging and very busy and you will be expected to work on your own initiative to organise and prioritise your own workload to meet tight deadlines. You will take personal responsibility for ensuring the smooth running of the area you support and organising key meetings. This will include the management of calendars, email, timely production of minutes, agendas and action logs.


Main duties of the job

* Having a good working knowledge of Microsoft Office Packages, you will have experience of managing a number of diaries with competing priorities, as well as monitoring and prioritising incoming communications.
* You will have excellent communication skills and will have experience in dealing with people in a calm, friendly and professional manner.
* Applicants will have a minimum of Higher National Certificate/Foundation Degree Diploma level of knowledge/NVQ4 or equivalent with a proven track record of PA experience.
* To provide a comprehensive administrative service to the Scarborough, Ryedale, Pocklington and Whitby Leadership Team
* To professionally support the development of community services, and the One Community model
* To act as a key contact point for the Community Services Leadership Team, providing information and advice as appropriate, and supporting the implementation of agreed action plans.
* To research, collate and input information needs of the services e.g. workforce planning, event planning and communication, meeting agenda planning and support; including Hub and Business meetings, compliance action plans support (for example CQC requirements, Staff Health and Wellbeing survey actions), audit processes and data collection and presentation, staff training planning, and support locality Standard Operating Procedure (SOP) development.


Working for our organisation

We are an award winning and CQC rated good health and social care Trust delivering integrated services across Hull, East and North Yorkshire.Find out more on our website

We are a forward thinking and dynamic Trust with a real commitment to staff development. We value our colleagues and invest in them to ensure they have the right skills to deliver outstanding care.

We are proud to score above or equal to the average for all NHS People Promise theme areas demonstrating our commitment to improve the experience of working in the NHS for everyone. Wherever you work we know you will receive a warm welcome and all the support you’ll need to get you started.

We recognise the positive value of diversity and promotes equality whilst challenging discrimination. We welcome and encourage job applications from people of all backgrounds.

Work life balance is about having influence and flexibility over when, where and how you work. If the work pattern for this role does not meet your needs, we welcome an application and are happy to discuss working arrangements that differ from those advertised.

We offer a unique range of benefits that go above and beyond other NHS Trusts including an enhanced leave package and health and wellbeing support.

From city to countryside, market towns to moors you’ll find a place to call home including some of the most affordable places to live in the UK.


Detailed job description and main responsibilities

For further information for this vacancy please see the attached Job Description and Person Specification.


Person specification


Experience

* Understanding of a range of work procedures and practices, some of which are non-routine and acquired through formal training or equivalent experience
* Experience of using a range of Microsoft software packages
* Experience of taking minutes at meetings
* Sound experience of IT systems
* Ability to communicate effectively with staff, patients, carers and other agencies
* Proven experience of building effective working relationships
* Understanding of a range of work procedures and practices, requiring expertise within a specialism, underpinned by theoretical knowledge or equivalent experience
* Demonstrable experience of IT systems implementation


Qualifications & Knowledge

* Higher National Certificate / Foundation degree / diploma / NVQ4 in Business Administration/Customer Services or equivalent experience in a wide range of secretarial/administrative/PA role and leading specific projects / information systems
* RSA III or equivalent advanced keyboard skills
* Intermediate level of theoretical knowledge
* A good understanding of relevant policy, legislation drivers and their application to the relevant service area
* Degree in Administration/Business
* Diploma / NVQ 5 in business admin / customer services or equivalent
* A broad understanding of relevant policy, legislation drivers and their application to the relevant service area


Skills and Competencies

* Evidence of effective inter-personal communication skills
* Able to plan and prioritise own time and the time of others effectively
* Excellent telephone manner
* Ability to work effectively as part of a team
* Ability to demonstrate ethical values and attitudes within a culture of equality and diversity
* Ability to deal with sensitive and confidential information
* ability to independently travel across community bases

Please note that if there is a high volume of applications we reserve the right to close the vacancy earlier than the advertised closing date.

This post will be subject to successful completion of a 6 month probationary period where applicable, further details would be included within any offer letter.

Where operationally feasible the Trust supports agile working, there is an expectation of attendance of 1 day per week at a Trust site as a minimum operationally. Unless specifically stated in the advert that a role will have home as the base of work, all roles will have the option to work from a Trust base if remote working is not for you.

If required for the post the ability to commute within the Trusts geographical area with access to the appropriate means of transport would be essential.

We will apply for a Disclosure from the Disclosure & Barring Service for the successful candidate if this is required for the post.Anyone applying for a position which involves a regulated activity will require an enhanced Disclosure & Barring check and that the disclosure will, where appropriate to the role, include information against the Independent Safeguarding Authority barred lists for working with children or working with adults or both.

IMPORTANT: Should your application be successfully shortlisted, you will be contacted to attend an interview electronically to the email address provided at the time of the application. It is important therefore, that you CHECK YOUR EMAILS/NHS JOBS ACCOUNT on a regular basis.

If you are not contacted by the Trust within six weeks of the closing date of the vacancy, your application will have been unsuccessful on this occasion. We would however like to thank you for the interest you have shown in the Humber Teaching NHS Foundation Trust.

If you require sponsorshipto work in the UK, check you are eligible under the UKVI points based system online. Not all jobs we advertise are eligible for sponsorship.

On 1 July 2024, NHS England strengthened its commitment to supporting employees already working for the NHS who wish to embark upon an apprenticeship to aide career development.

To ensure these staff do not experience a detriment to their basic pay, the salary for duration of the apprenticeship will be consistent with their current pay or the rate paid to other apprentices, whichever is higher (subject to eligibility criteria)

This change supports exiting NHS employees to undertake a formal apprenticeship programme which, upon completion, would qualify them for a role where the evaluated pay band is the same or higher than the band of their current post.


Employer certification / accreditation badges

Name jayne Gibson Job title Service Manager Telephone number 01947 899200 Additional information

For further information with regard to this vacancy opportunity, please see the attached Job Description and Person Specification.

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