On behalf of NHS Blood And Transplant, we are looking for a Personal Assistant - (Inside IR35) for a 3 month contract and working on a hybrid basis. This would mean that you would initially be working 5 days in office then 50% hybrid working in Birmingham.
Job Purpose
To provide comprehensive and efficient secretarial and administration service to the Manager(s). To ensure seamless service is provided to all Managers by working closely with colleagues. To ensure all administrative processes and procedures are operating fully and are maintained to the required standard.
Main Responsibilities
Maintain confidentiality at all times and represent NHSBT in an efficient and courteous manner. Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Receive and screen all incoming mail, obtaining any relevant background information. Prepare draft responses as necessary. Manage and communicate a wide range of sensitive, complex, and controversial information. Act on behalf of the Manager(s) in their absence, making accurate assessments of urgent/sensitive situations. Provide induction and training to the admin hub team's new and junior staff. Support the induction and training of new Managers by ensuring all relevant documentation/forms are completed and communicated. Effectively manage one or more diaries, prioritising meetings/appointments. Organise conferences/events/training courses, including liaising with speakers and participants. Provide administrative support to NHSBT projects and interviews. Assist Office Manager with recruitment and selection of new staff. Ensure the Manager(s) is appropriately briefed in advance of scheduled meetings/events. Prepare and distribute agendas and papers for meetings, taking and transcribing accurate minutes. Manage travel and accommodation arrangements for Manager(s). Compile expenses records for the Manager(s) and team members. Order, monitor and maintain stock levels of office supplies. Maintain records relating to annual leave, study leave, training, expenses, staff absence and payroll. Maintain effective 'bring forward' system for the Manager(s). Assist in production of regular reports and provide cover for ad hoc duties. Maintain databases and circulation lists. Work independently and exercise initiative to organise workload within defined deadlines. Work collaboratively with other team members to maintain an efficient service. Respond to new demands in the role and build those responses into sustainable systems. Undertake all mandatory training as required for the role. Follow health and safety policies, risk assessments, and safe systems of work. Any other duties within the general scope of the post as required.
Essential Requirements
Clear experience as a PA Exceptional time management skills Experience of dealing with stakeholders at all levels Experience of diary/calendar/inbox management Experience of taking minutes Experience of completing action logs Experience of organising travel Experience of using Microsoft Office
Please be aware that this role can only be worked within the UK and not Overseas.
Disability Confident
As a member of the Disability Confident Scheme, NHS Blood And Transplant guarantees to interview all candidates who have a disability and who meet all the essential criteria for the vacancy.
DE&I Commitment
NHS Blood And Transplant guarantees to interview all candidates who have a disability and who meet all the essential criteria for the vacancy.
Armed Forces Covenant
NHS Blood And Transplant guarantees to interview veterans or spouses/partners of military personnel who meet all the essential criteria for the vacancy.
In applying for this role, you acknowledge that this role falls in scope of the Off Payroll Working in the Public Sector legislation.
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Job Purpose
To provide comprehensive and efficient secretarial and administration service to the Manager(s). To ensure seamless service is provided to all Managers by working closely with colleagues. To ensure all administrative processes and procedures are operating fully and are maintained to the required standard.
Main Responsibilities
Maintain confidentiality at all times and represent NHSBT in an efficient and courteous manner. Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Receive and screen all incoming mail, obtaining any relevant background information. Prepare draft responses as necessary. Manage and communicate a wide range of sensitive, complex, and controversial information. Act on behalf of the Manager(s) in their absence, making accurate assessments of urgent/sensitive situations. Provide induction and training to the admin hub team's new and junior staff. Support the induction and training of new Managers by ensuring all relevant documentation/forms are completed and communicated. Effectively manage one or more diaries, prioritising meetings/appointments. Organise conferences/events/training courses, including liaising with speakers and participants. Provide administrative support to NHSBT projects and interviews. Assist Office Manager with recruitment and selection of new staff. Ensure the Manager(s) is appropriately briefed in advance of scheduled meetings/events. Prepare and distribute agendas and papers for meetings, taking and transcribing accurate minutes. Manage travel and accommodation arrangements for Manager(s). Compile expenses records for the Manager(s) and team members. Order, monitor and maintain stock levels of office supplies. Maintain records relating to annual leave, study leave, training, expenses, staff absence and payroll. Maintain effective 'bring forward' system for the Manager(s). Assist in production of regular reports and provide cover for ad hoc duties. Maintain databases and circulation lists. Work independently and exercise initiative to organise workload within defined deadlines. Work collaboratively with other team members to maintain an efficient service. Respond to new demands in the role and build those responses into sustainable systems. Undertake all mandatory training as required for the role. Follow health and safety policies, risk assessments, and safe systems of work. Any other duties within the general scope of the post as required.
Essential Requirements
Clear experience as a PA Exceptional time management skills Experience of dealing with stakeholders at all levels Experience of diary/calendar/inbox management Experience of taking minutes Experience of completing action logs Experience of organising travel Experience of using Microsoft Office
Please be aware that this role can only be worked within the UK and not Overseas.
Disability Confident
As a member of the Disability Confident Scheme, NHS Blood And Transplant guarantees to interview all candidates who have a disability and who meet all the essential criteria for the vacancy.
DE&I Commitment
NHS Blood And Transplant guarantees to interview all candidates who have a disability and who meet all the essential criteria for the vacancy.
Armed Forces Covenant
NHS Blood And Transplant guarantees to interview veterans or spouses/partners of military personnel who meet all the essential criteria for the vacancy.
In applying for this role, you acknowledge that this role falls in scope of the Off Payroll Working in the Public Sector legislation.
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