About this role
Job summary
We are looking for an experienced applicant to provide high level and comprehensive senior administrative support to the Executive Director of Workforce and Organisational Development, who is a member of the Executive Team and Board of Directors, and to the Corporate Workforce and OD Senior Team.
Main duties of the job
The postholder will carry out a range of high level administrative and coordination duties across the Workforce and Organisational Development directorate.
The postholder will work with Directorate Support Officers across the Trust who provide expert administrative and coordination activities across the Executive Director team.
About us
CHFT is an integrated acute and community Trust serving diverse communities across Calderdale and Kirklees, with strong partnerships across West Yorkshire. We are proud of our One Culture of Care -- caring for each other with the same compassion, kindness and respect that we show our patients -- and of the values that underpin how we work: we put people first, we go see, we work together to get results, and we do the must dos.
CHFT is recognised as a forward looking, digitally enabled Trust, with a strong track record of using data, innovation and system collaboration to improve quality, safety and outcomes. We are ambitious about the role that acute trusts play in prevention, population health and reducing inequalities, and this post sits at the heart of that agenda.
Job description Job responsibilities
The postholder will:-
Organise the workload of the Executive Director of Workforce and Organisational Development, through an efficient and effective electronic diary system, bring forward system and electronic paper management system. Communicate and build close relationships with senior colleagues both internal and external to the organisation. Prepare agendas, circulate with supporting papers and take minutes of meetings chaired by the Executive Director of Workforce and Organisational Development. Format and produce complex reports and papers. Demonstrate a high level of discretion to deal with complex and sensitive information Demonstrate a high level of numeracy and literacy skills. Demonstrate a high level of accuracy and speed. Demonstrate the ability to work unsupervised, using own initiative. Demonstrate the ability to prioritise own daily workload in line with the Executive Director of Workforce and Organisational Development's workload and commitments. On occasion, it may be necessary to work outside normal office hours to fulfil the role. To provide an extremely high level and comprehensive administrative service to the Executive Director of Workforce and Organisational Development. To deal professionally and effectively with internal and external colleagues. To develop, implement and maintain effective and appropriate office management systems in line with the Executive Director of Workforce and Organisational Development's requirements. To administer, manager and co-ordinate a demanding workload using own initiative, prioritising and maintaining deadlines and commitments. To organise meetings, prepare, finalise and collate all supporting documentation required for meetings chaired by the Executive Director of Workforce and Organisational Development and arrange follow-up actions/meetings, where appropriate. To work without direct supervision, using own initiative and, where necessary, initiate letters and emails, both internally and externally, as required without reference to the Executive Director of Workforce and Organisational Development. To maintain an effective diary system for the Executive Director of Workforce and Organisational Development and use own initiative in relation to their incoming correspondence. To develop and maintain a comprehensive electronic filing system. To develop and maintain a comprehensive bring forward system. To receive and action incoming and outgoing correspondence, including emails. To organise travel and hotel arrangements in line with external commitments and co-ordinate monthly expenses. To act in a confidential manner at all times, receiving complex and sensitive information. To provide administration support to other members of the Corporate Workforce and OD Senior Team. To provide administration support to other members of the Executive Team, when required. To undertake such other duties that are commensurate with the responsibilities of the post, including out of hours work, either at initial place of work or at any other organisation establishments.
Person Specification
Qualifications and Training Essential
Educated to degree standard or equivalent ECDL or equivalent
Knowledge, Experience, and Expertise Essential
Evidence of practical experience in a PA role Ability to cope with a demanding workload Substantial experience of Microsoft Office Substantial knowledge and experience of the NHS Advanced keyboard skills to demonstrate a high level of accuracy and speed Demonstrate a high level of motivation and confidence in the role Ability to minute meetings and produce and accurate record Work effectively as part of the Executive PA team
Communication and Relationships Essential
Ability to communicate effectively with colleagues at all levels
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.
Certificate of Sponsorship 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).
Employer details Employer name Calderdale and Huddersfield NHS Foundation Trust
Address Huddersfield
Huddersfield
Huddersfield
HD3 3EA
United Kingdom
Employer's website https://www.cht.nhs.uk (Opens in a new tab)