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Job summary

Main area
Personal Assistant
Grade
Band 5
Contract
Permanent
Hours
Full time - 37.5 sessions per week
Job ref
279-4548324-SEP22
Employer
279 University Hospitals Sussex NHS Foundation Trust
Employer type
NHS
Site
University Hospitals Sussex Foundation Trust Worthing Hospital 2nd Floor, Washington Suite Lyndhurst Road BN11 2DL
Town
Worthing
Salary
£27,055 - £32,934 per annum
Salary period
Yearly
Closing
05/10/2022 23:59

Employer heading

279 University Hospitals Sussex NHS Foundation Trust logo

COVID-19 Vacancy Personal Assistant (PA) Medicine Division Leadership Team

Band 5

 About our Trust

At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.

We are a vibrant and inclusive organisation with patient care at our core. Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First.  In fact our mission is summed up by our ‘where better never stops’ motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex.

We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our wellbeing programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves.

As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

We look forward to receiving your application and the start of your journey with UHSussex. In the meantime make sure to check out our Patient First approach that runs through our core as you’ll get to know us better through this, our equality, diversity and inclusion pages which show just why being inclusive is so important to us and how our staff networks help drive change, and our staff wellbeing page that details the many ways in which we invest in your wellbeing.

Job overview

Provide effective and efficient support to the Division of Medicine Leadership team. This will include the provision of exceptionally high standards of administrative and secretarial support to the Chief of Medicine, Divisional Operations Director and Divisional director of Nursing.

Work autonomously in respect of their allocated tasks this will require effective planning, organisation and communication and will be responsible for ensuring pro-active and responsive daily management of diary, emails, telephone calls and other correspondence.

Responsible for ensuring progress on actions are delivered within agreed timescales, both those allocated to themselves but also supporting those allocated to their respective  leadership team.

This will include as necessary cross site working between St Richards Hospital Chichester, Worthing General Hospital in Worthing and Southlands Hospital in Shorham 

Main duties of the job

  • Working in a complex, potentially contentious and highly sensitive environment which the Medicine Division leadership team operates in, to ensure the effective and appropriate use of their time through prioritising appointments, dealing with correspondence and dealing with senior staff from the NHS and other organisations
  • Committed to working and engaging constructively with internal and external stakeholders on a range of business-sensitive issues.
  • Nurture key relationships and maintain networks internally and externally
  • Present a professional, welcoming and helpful image to staff, other organisations, the public and press.
  • Develop and maintain close collaboration and co-operation within the wider Team, working at all times to achieve set standards.
  • Ensure all communication is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, in the absence of  leadership team members. 
  • Type correspondence, reports and other documents to a high standard and with due respect for confidentiality and corporate style being highly proficient with Microsoft Office, including Word, PowerPoint and Excel.

Working for our organisation

Join us at UHSussex, every day is different, you can be the change, better never stops

At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.

Improving lives: We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put our Patient First.  Our mission is summed up by our ‘where better never stops’ motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex.  We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our wellbeing programme for staff which is extensive and designed to support you when you need it because we know that to look after others we must first look after ourselves.

Build a career with us: As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

Detailed job description and main responsibilities

The postholder will:-

  • Work flexibly with the wider Team, including occasional instances of work prior to the start or after the end of the normal working day or out of hours.
  • Required to work cross site on a regular basis as required by the Managing Director and CEO Executive Assistant and Executive Support Team Leader.
  • Demonstrate the values and behaviours of the Trust at all times.
  • Act as ambassador for the NHS at all times.

Refer to job description & person specification for full details. 

Person specification

Longlist

Essential criteria
  • Experience/ Qualifications
  • Experience of handling confidential and sensitive information.
  • Advanced working knowledge of Microsoft Office Products: Word, Excel, PowerPoint and Outlook.
Desirable criteria
  • NVQ or equivalent in secretarial studies or Project management experience.
  • Experience of using patient administration systems.

Shortlist

Essential criteria
  • Experience/ Qualifications
  • Skills
  • People Management and Development
  • Communication and Relationship Skills
  • Analytical and Judgmental
  • IT
  • Policy and service development
  • Planning and Organisational
  • Patient Care
  • Freedom to Act
Desirable criteria
  • Other
  • Project Management

Employer certification / accreditation badges

Happy to Talk Flexible WorkingVeteran AwareApprenticeships logoNo smoking policyDisability confident employerCare quality commission - OutstandingStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Step into healthArmed Forces Covenant Gold Award

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

Apply online now

Further details / informal visits contact

Name
Simona Caronia
Job title
Chief of Medicine
Email address
simona.caronia@nhs.net
Telephone number
01243788122
Additional information

Ext 33194

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