Personal Assistant
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Closing Date: 22.06.26
Shortlisting to take place after closing date: commencing 23.06.26
Interview expected to take place in the week following shortlisting: commencing 29.06.26
Due to current Home Office Guidelines, Bradford Teaching Hospitals NHS Foundation Trust is unable to provide sponsorship for this role.
An exciting opportunity has arisen to work collaboratively as part of the Executive Administration Team.
The successful candidate must be self-motivated, pro-active, be able to work on their own initiative, have a good working knowledge of office procedures with excellent communication skills both written and verbal, along with the essential requirement of managing electronic diaries and servicing, taking and transcribing formal minutes of meetings, managing the reception desk, greeting visitors and callers and re-directing as appropriate.
Essential qualifications: Relevant previous senior secretarial experience; RSA III/OCR Typing/word Processing (or equivalent qualification) or skills commensurate with those expected at RSA III/OCR. Experience of working in a busy and demanding office environment and working effectively as part of a team is also essential.
Job description
Arrange meetings both internally and externally, booking rooms, organising refreshments as required.
Organise and book travel and accommodation as required.
Receive and screen all incoming mail, obtaining any relevant background information.
Manage electronic diaries by organising and prioritising future commitments enabling the Senior Leadership team to work efficiently and effectively. This will include arranging meetings (both internally and externally), travel, booking rooms, refreshments and accommodation as required. Ability to use own initiative to resolve conflicting appointments and reschedule meetings at short notice to meet changing requirements.
Establish and maintain effective, accurate and where appropriate, confidential filing systems and databases, ensuring files and specific information can be easily retrieved in line with the Records Management Policy.
Take responsibility for meeting preparation both internally and with external partners. Draft agendas and formal minutes in liaison with the Executive Assistant, chasing documents/reports, and ensuring that appropriate equipment is available.
Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken and action logs completed accordingly.
Produce accurate and well-presented documentation, presentations, development of spread sheets etc., using Microsoft packages at an advanced level
Respond to all queries, correspondence and telephone calls in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the team with any relevant supporting information.
Communicate with tact, understanding and discretion when dealing with enquiries from a wide range of sources both internal and external.
The role will support the Chief Medical Officer's Team to maintain excellent working relationships and effective liaison with internal and external stakeholders through proactive and professional communication.
To perform general duties such as typing, photocopying material, and circulating documents and placing orders for stationery and other items as required.
To prioritise own workload within agreed objectives and the management of time to meet the needs of the Team.
Person specification
Experience
Essential
- Minimum of 2 years previous senior secretarial experience
- Dealing effectively with a wide range of people
- Significant experience of servicing, taking and transcribing formal minutes of meetings
Desirable
- Experience of using Microsoft Office products
- Experience of working within the NHS
Skills
Essential
- Strong IT Skills and excellent keyboard skills
- Ability to use all Microsoft Office products
- Established written and oral presentation skills
- Ability to communicate in English both verbally and in writing at a high level
- Proven Organisational Skills
- Attention to detail
Knowledge
Essential
- Knowledge and understanding of using the web and web based information products (including the Intranet)
- Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...
Qualifications
Essential
- Educated to GCSE standard or equivalent
Desirable
- Advanced secretarial qualifications
- ECDL/CLAIT
- Business Management Qualification
About the employer
Our People Charter outlines the behaviours we can expect from one another and what you can expect from Bradford Teaching Hospitals Foundation Trust: