About this role
Job summary
An exciting opportunity has arisen for an enthusiastic and experienced administrator or personal assistant to support the Divisional Leadership Team and Patient Safety Team within the Women & Children's Division at Gloucestershire Hospitals NHS Foundation Trust. The successful candidate will be a motivated individual who can work independently, use initiative and be able to both prioritise and be flexible in order to meet workload demands without direct supervision.
This combined role requires excellent organisational skills, sound judgement, and the ability to manage sensitive information and multiple priorities with professionalism. You will be part of a compassionate, collaborative and ambitious division that values inclusion, continuous learning and improvement, and places patients, families and staff at the heart of everything it does.
Main duties of the job
The successful applicant will work closely with the Divisional Leadership Team, organising diaries, arranging meetings both with internal and external stakeholders, supporting divisional meetings and governance requirements as required, collating spreadsheets, support recruitment processes, minute taking, as well supporting our cultural and leadership development.
Alongside this, your responsibilities as Patient Safety Administrator will include conducting initial reviews of incidents on Datix, coordinating complaints responses, organising evidence for investigations, maintaining tracking systems for health records, and assisting with the administration of audits, action plans and serious incident investigations.
A good general education is essential with a high level of literacy & proven proficiency in Microsoft Office packages. Some experience within a similar role to include the co-ordination of workload demands in a busy hospital environment would be advantage.
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another. Working here, you will benefit from the support of an experienced, friendly and enthusiastic team committed to the delivery of brilliant services to our service users and staff.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Job description Job responsibilities
The post holder is a key member of the team and is expected to provide a high quality administrative and Personal Assistant support to theDivisional Management Team and Patient Safety Team at all times; assisting them in ensuring they are able to function effectively and efficiently to help the service meet agreed quality standards of patient care and performance as required. We are looking for someone who has strong administrative skills; including an good understanding and ability to use Microsoft Office packages. Has good communication skills. Able to work independently, and able to work under their own initiative. Has experience of working in a PA or administrative role previously.
Please see the attached job description for a more detailed description of the role.
Person Specification
Qualifications Essential
GCSE grade C or above (or equivalent) for literacy and numeracy Educated to Diploma/Degree level or aspiration to study
Desirable
Keyboard skills equivalent to RSA III
Experience Essential
Experience coordinating complex information, preparing reports, and supporting decision-making through high-quality administrative processes. Proven experience in administration management demonstrating initiative, reliability and the ability to support others effectively. Experience of being a secretary or personal assistant, providing support to senior staff or teams
Desirable
Experience of managing staff Experience working within a healthcare, public sector or similarly complex organisational environment.
Knowledge Essential
Ability to provide full secretarial and administrative support to the Division including using initiative to prepare drafts of correspondence and reports, maintain diary and appointments, arrange meetings and visits and take messages using own initiative at times Strong organisational and communication skills, with the ability to prioritise, manage competing deadlines and work independently Ability to collate, analyse and present complex information in clear, structured formats (e.g., spreadsheets, reports). Ability to handle confidential and sensitive information with professionalism and sound judgement. Knowledge and experience of Microsoft Office packages including Word, Outlook and Excel and good IT ability to ensure proficient use of hospital computer systems
Desirable
Ability to demonstrate or gain proficiency in the use of hospital computer systems including TrakCare, PAS, and Badgernet Understanding of NHS structures, terminology and governance processes
Personal Attrbutes Desirable
Enthusiastic and self-aware Team Focused, adaptable and dependable Creative and flexible, with a problem-solving approach Resilient under pressure and able to manage interruptions while maintaining accuracy
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.
Employer details Employer name Gloucestershire Hospitals NHS Foundation Trust
Address Gloucestershire Royal Hospital
Gloucester
GL1 3NN
Employer's website https://www.gloshospitals.nhs.uk/ (Opens in a new tab)