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Job description

An exciting opportunity has arisen to work as the Personal Assistant to the Chief Operating Officer.

The successful candidate will provide an effective support service that enables all activities of the office. The postholder will review emails, field telephone calls and oversee diary management. In addition, the postholder will provide support to various meetings as required.

The successful candidate will be an experienced administrator with the ability to plan and prioritise. The post holder will be required to exercise initiative and judgement with limited supervision and display a high degree of tact and diplomacy whilst maintaining the highest levels of confidentiality.

Working to provide an effective designated support service to the Chief Operating Officer and directorate, the post-holder will be responsible for the administrative function of the Chief Operating Officer Office. This will include provision of a comprehensive executive PA and Office Manager service to the Chief Operating Office. The post-holder will ensure wider members of the Directorate have effective and timely administrative support.

Please note: successful applicants will need to be available for interview on 4 May 2023.

The post-holder will ensure that systems and processes are in place for effective management and audit of resources, including management of team rosters, mandatory training and PADR compliance, employment records, requisitions for the corporate team and discretionary spend, using initiative to raise issues in a timely manner to the Chief Operating Officer or elsewhere as most appropriate.

On a daily basis, the role will include: to meet and greet daily of internal and external visitors and telephone callers; maintain and oversee the diary for accuracy at all times; operate an efficient record of incoming post and actions, filing and correspondence to ensure accurate and timely retrieval; and administrate and facilitate various meetings and Trust Board sub committees as required, by initiating agendas, circulating papers, booking appropriate venues, monitoring attendance, taking minutes and completing follow-up actions in line with due processes. The post-holder will be a key conduit for access to the Chief Operating Officer supporting the prioritisation of communications to and from the Chief Operating Officer office, liaising with senior external and internal stakeholders as appropriate. The post-holder will regularly be expected to travel across sites within the Trust as necessary to support the Chief Operating Officer and to minute Board level meeting.

We’re a large organisation with three hospitals located in Scunthorpe, Grimsby and Goole. We also provide community services in North Lincolnshire. Our 6,500 members of staff care for and support a population of more than 400,000 people.

We encourage all our staff to innovate and adopt ‘best practice’ so we can deliver excellent care to our patients. We ask staff to live our values; kindness, courage and respect.

We are committed to recruiting the best people to work with us. You could be one of them.

To learn more about Northern Lincolnshire and Goole NHS Foundation Trust, and discover the unique benefits on offer to employees, view our latest videos, plus more, please visit our recruitment website at https://joinnlag.co.uk/

Should we receive a high volume of applications for this vacancy, the advert may be closed earlier than stated. To view a full job description and person specification please see attachments on this advert.

In line with the General Data Protection Regulation (GDPR), the Recruitment & Workforce team will use and hold your personal data for the intended purpose and in line with the Recruitment & Workforce Privacy Statement.
1. Provision of a comprehensive and effective administrative support and Executive Personal Assistant service by managing the office, including frequent interaction with regards to complaints and compliments via telephone, face to face and incoming and outgoing emails which could be of a sensitive, distressing and contentious nature, and maintaining confidentiality of information at all times.

1. Effectively daily management of the diary for appointments, internal/external meetings at local, regional and national level, and booking of travel and accommodation etc in line with Trust processes, and prepare briefs and files to support meetings. To assist in the collation, checking and presentation of information as required for meetings, including research and preparation of or sourcing of figures and tables with supporting information.

1. Routinely monitor the Chief Operating Officer’s Outlook inbox, ensuring that urgent messages are brought to their attention or other action as appropriate, replying on behalf of the Chief Operating Officer on request or at discretion during periods of leave. When unavailable, requirement to reply from the Chief Operating Officer’s inbox without supervision.

1. The post-holder will support wider members of the Directorate to receive an effective administrative support

1. Ensure that by working with other staff within the Directorate, the work of the Chief Operating Officer is carried out smoothly, confidentially and effectively, and that all Trust/ directorate policies and procedures are adhered to in a coordinated single approach.

1. To organise and schedule any meetings, Trust Board sub-committees and pre-meetings, including booking suitable internal/external venues (booking refreshments and/or equipment as required); checking attendee availability and secure timings; draft preparation, collation and distribution of agenda and supporting papers; attending to take minutes/notes as required, which may require travel; undertaking follow up actions required of others; and maintaining master files (electronically) for meetings of which the Chief Operating Officer is the Chair.

1. Daily prompts and follow up work assigned to senior colleagues from within and outside of the Directorate to ensure that deadlines for Board and Executive meeting papers, for example, are met on a timely basis. This requirement extends to papers required for meetings for the Director from outside the organisation

1. Daily dealing with all incoming/outgoing correspondence, including maintaining a log of all post, taking and recording follow-up actions as appropriate and drafting responses for approval. Using initiative and experience to re-route standard items to the appropriate person.

1. Responsible for the management and audit of a comprehensive filing and archive system, in order that information may be readily available and retrieved.

1. Use of an effective ‘bring forward’ system to ensure paperwork/files are available when required. Effective task management to ensure appraisals, terms of office, registrations, award processes etc are carried forward and are renewed prior to expiry.

1. Liaise with colleagues both internally and externally at senior level, building effective working relationships at all levels, in support of the Chief Operating Officer.

1. Responsible for organising the office machinery and equipment in the office, including ordering of stationery and supplies and liaising with other department staff as appropriate.

1. Book travel and hotel requirements for the Chief Operating Officer/Directorate as required.

1. Collate and submit monthly travel and expense claims for authorisation as required.

1. Completion and audit of the monthly recording of annual leave, sickness, flexi time leave, etc. and overall authorisation on behalf of the Chief Operating Officer.

1. Co-ordinate invoices for authorisation and submission to Payments

1. Draft and compile Board reports for the Chief Operating Officer’s edit and approval.

1. Supervision of administration staff from recruitment to appraisals, sickness/leave monitoring, allocating work and first line disciplinary management where necessary.

1. To work with minimal supervision and on your own initiative and taking decisions without input.

1. Undertaking strategic projects and research on behalf of and at the discretion of the Chief Operating Officer.

1. Support recruitment procedures in line with the Recruitment team and be a part of the interview panel as appropriate.

1. Proactively support the Chief Operating Officer’s senior management team.

1. Undertake specific projects/initiatives as determined by and in discussion with the Chief Operating Officer which will include acting as Project Administrator/Office Manager by producing project plans, arranging and minuting project meetings, obtaining reference material, typing of policies in preparation for consultation, arranging printing and distribution etc.

1. On behalf of the Chief Operating Officer and in liaison with other staff, oversee the Health and Safety and mandatory training requirements of the Directorate, ensuring adherence to the Trust Polices including the arrangement of on-going training and mandatory training of all Chief Operating Officer Directorate staff.

1. Regularly organise ViP visits to the Trust with external bodies such as NHSe/i. Organising a schedule for the visit and liaising with internal and external colleagues to ensure smooth running of the visits.

1. Regular cover for other Executive PAs and the Office Manager to the Chief Executive.

1. Any other duties as may reasonably be required.

We are committed to creating and maintaining a fair and supportive working environment and culture, where contributions are fully recognised and valued by all and staff feel empowered to carry out their duties to the best of their abilities. As employers we are committed to promoting and protecting the physical and mental health and well-being of all our staff. This underpins our values as set out in the NHS Constitution, supports us to be an Employer of Choice and ultimately enables our employees to support the effective care of our patients.

We strongly value the different perspectives and ideas a diverse workforce brings to deliver better outcomes for our patients. We welcome applications irrespective of people’s age, disability, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances.