Job summary
An exciting opportunity has arisen within Saint Mary’s Managed Clinical Service (MCS) for an experienced Personal Assistant to join the organisation and provide support to members of the Senior Leadership Team.This is a challenging and varied role. You will be working for the MCS Business Support Manager as part of a wider team. Duties include diary and inbox management, management of bring forward and the development and maintaince of the business support systems.A significant part of the role will also involve administering (including full minute taking, producing agendas, and follow up of actions) key MCS meetings.The successful candidate will have a professional and welcoming manner with the ability to build relationships quickly and effectively.They will need to be motivated, innovative with a “can do” attitude and a strong commitment to excellent service provision. You will have excellent organisational, communication and interpersonal skills.An extensive knowledge of Microsoft Office applications (including Teams) will be important.Saint Mary’s has services operating from the majority of MFT sites and is made up from:The Genomics DivisionThe Gynaecology DivisionThe Newborn Services DivisionThe Maternity Service DivisionThe Sexual Assault Referral Centre Directorate
Main duties of the job
This role and will be challenging and a varied role. Under the direction of the Business Support Manager you will provide secretarial and administrative support to the Director of Operations their remit and the Clincal Governance Team
Duties will include but are not limited to:
- Diary and inbox management
- Creation of a “bring forward” system to support the future planning of the Directors
- Provide committee servicing to meetings across the Managed Clinical Service
- Provide first point of contact and problem solving
The successful candidate will have a professional and welcoming manner with the ability to build relationships with both staff members and external colleagues quickly and effectively.
They will need to be motivated, innovative with a “can do” attitude and a strong commitment to excellent service provision. You will have excellent organisational, communication and interpersonal skills.
A significant proportion of the role will be to provide full secretarial support including minute taking at a governance level to a number of committees.
The successful candidate will be required to produce a series of document and produce data in different mediums, therefore an extensive knowledge of Microsoft Office applications.
Candidate must have the ability to effectively prioritise your own workload. They will also need to work as part of the wider Executive Administration Function to help deliver tasks that require collective effort.
About us
MFT is England’s largest NHS Trust with a turnover of £2.5bn & is on a different scale than most other NHS Trusts. We’re creating an exceptional integrated health & social care system for the 1 million patients who rely on our services every year.
Bringing together 10 hospitals & community services from across Manchester, Trafford & beyond, we champion collaborative working & transformation, encouraging our 28,000 workforce to pursue their most ambitious goals. We set standards that other Trusts seek to emulate so you’ll benefit from a scale of opportunity that is nothing short of extraordinary.
We’ve also created a digitally enabled organisation to improve clinical quality, patient & staff experience, operational effectiveness & driving research and innovation through the introduction of Hive; our brand-new Electronic Patient Record system which we’ve launched in September 2022.
We’re proud to be a major academic Research Centre & Education provider, providing you with a robust infrastructure to encourage and facilitate high-quality research programmes. What’s more, we’re excited to be embarking on our new Green Plan which will set out how MFT continues to play its part in making healthcare more sustainable.
At MFT, we create and foster a culture of inclusion and belonging, provide equal opportunities for career development that are fair, open and transparent, protecting your health and wellbeing and shaping the future of our organisation together.
Job description
Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not currently a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated, there is helpful advice and information available by searching on the NHS England website where you can also find out more about how to access the vaccination.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk.
Were looking forward to hearing from you!
Job description
Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not currently a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated, there is helpful advice and information available by searching on the NHS England website where you can also find out more about how to access the vaccination.
Diversity Matters
MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk.
Were looking forward to hearing from you!
Person Specification
Qualifications
Essential
- NVQ/diploma in administration or business, level 4 or ability to demonstrate equivalent experience
- Good standard of education (A-C GCSE minimum)
Desirable
Experience
Essential
- Experience working as a Personal Assistant to a Senior Leader
- Experience working in an office environment as part of an administrative team
- Experience in providing administration support the Boards Committees
- Experience at managing multiple diaries and inboxes at the same time
- Experience in arranging large meetings
- Experience handling telephone calls
Desirable
- Experience of working within a health or public sector environment
- Understanding of the NHS and its partner organisations
Skills
Essential
- Ability to administrate meetings to a high standard as requested (including full minute taking and transcribing, producing agendas, paper collation and circulation and follow up of actions
- Able to demonstrate advanced use of software programmes including outlook / teams / excel / powerpoint / word
- Ability to handle confidential information with the upmost discretion
- Ability to manage multiple diaries and inboxes at the same time
- Ability to answer and handle telephone calls proficiently
- Ability to produce carry out tasks to a high quality with a high degree of accuracy
- Ability to coordinate and arrange meetings of large groups in a quick and efficient manner
- Ability to establish systems and processes to manage a heavy workload within a fast paced environment
- Ability to problem solve
- Excellent verbal and written communication skills (including spelling, grammar and punctuation)
- Ability to work to deadlines
- Ability to manage and deliver multiple tasks at the same time
- Ability to work under pressure
Desirable
- Ability to work under pressure
- Use of procurement and ordering systems
- Knowledge of NHS MFT HR policies
Qualities
Essential
- Highly organised
- Excellent time management
- Operates with diligence, precision with attention to detail
- Hardworking
- Able to show initiative
- Flexibility Adaptability
- Resilient
- Team worker
- Excellent communicator
- Confident
- Able to demonstrate confidentiality
- Professional
Person Specification
Qualifications
Essential
- NVQ/diploma in administration or business, level 4 or ability to demonstrate equivalent experience
- Good standard of education (A-C GCSE minimum)
Desirable
Experience
Essential
- Experience working as a Personal Assistant to a Senior Leader
- Experience working in an office environment as part of an administrative team
- Experience in providing administration support the Boards Committees
- Experience at managing multiple diaries and inboxes at the same time
- Experience in arranging large meetings
- Experience handling telephone calls
Desirable
- Experience of working within a health or public sector environment
- Understanding of the NHS and its partner organisations
Skills
Essential
- Ability to administrate meetings to a high standard as requested (including full minute taking and transcribing, producing agendas, paper collation and circulation and follow up of actions
- Able to demonstrate advanced use of software programmes including outlook / teams / excel / powerpoint / word
- Ability to handle confidential information with the upmost discretion
- Ability to manage multiple diaries and inboxes at the same time
- Ability to answer and handle telephone calls proficiently
- Ability to produce carry out tasks to a high quality with a high degree of accuracy
- Ability to coordinate and arrange meetings of large groups in a quick and efficient manner
- Ability to establish systems and processes to manage a heavy workload within a fast paced environment
- Ability to problem solve
- Excellent verbal and written communication skills (including spelling, grammar and punctuation)
- Ability to work to deadlines
- Ability to manage and deliver multiple tasks at the same time
- Ability to work under pressure
Desirable
- Ability to work under pressure
- Use of procurement and ordering systems
- Knowledge of NHS MFT HR policies
Qualities
Essential
- Highly organised
- Excellent time management
- Operates with diligence, precision with attention to detail
- Hardworking
- Able to show initiative
- Flexibility Adaptability
- Resilient
- Team worker
- Excellent communicator
- Confident
- Able to demonstrate confidentiality
- Professional
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
