Personal Assistant to ADO (Medicine)

Job overview

Personal Assistant to ADO

Department: Medicine

Band: 4, £26,530 - £29,114 Per annum, pro rata if part time

Hours: Full time, 37.5 per week, all MKUH roles will be considered for flexible working

Milton Keynes University Hospital are excited to announce that we are recruiting a Personal Assistant (PA) for the Associate Director of Operations (ADO) of Medicine. You will be working closely with three other PAs from our other hospital divisions, the Deputy ADO and will be directly line managed by the ADO.

Your main role will be providing administrative support in accordance with agreed standing operating procedures that enables a high quality, effective customer focussed service to be delivered and ensuring that anyone contacting the ADO has an experience that is in line with the Trust's values.

It is essential that you are confident in Microsoft Office, able to work in an inclusive and diverse environment, able to handle confidential and urgent information. Ideally, you would have had previous experience within a similar role or strong administrative experience.

Lastly, your role is based on Milton Keynes University Hospital site at Oak House where you will have access to our Eaglestone Restaurant and free car parking (including electrical charging).

Please note that we are not able to offer sponsorship for this role.

Interview date: w/c 11 November 2024

Main duties of the job

To provide high quality personal assistant support to the ADO, Divisional Director, and Management Team ensuring that they are fully briefed and prepared for all activities.

To provide administrative support in accordance with agreed standing operating procedures that enables a high quality, effective customer focussed service to be delivered.

To liaise with a wide range of people, internally and externally on behalf of the Trust, ensuring that a professional image of the Trust and the ADO. Divisional Director and Management Team is maintained at all times.

Responsibility for ensuring that anyone contacting the ADO, Divisional Director and Management Team has an experience that is in line with the Trust's values

Working for our organisation

NHS Staff Survey: 80% of Administrative and Clerical colleagues feel that MKUH has made reasonable adjustments to enable them to do their work.

You can expect a warm welcome at Milton Keynes University Hospital, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At MKUH we appreciate our staff and reward them with an outstanding benefits package including:

• Free on-site parking

• Free tea and coffee

• Great flexible working opportunities

• Discounted gym membership

• Lease car scheme

• Generous annual leave and pension scheme

• On site nursery (chargeable)

• Extensive staff health and well-being programme

Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.

Detailed job description and main responsibilities

To prepare/draft meeting agendas and supporting paperwork ensuring this information is circulated to the relevant individuals in good time. Arrange for speakers, equipment, venues, catering and other appropriate requirements.

To attend meetings and take detailed accurate minutes, initiating action on identified issues as appropriate. To ensure that minutes are produced in accordance with the agreed format, to the required standard of accuracy and distributed as necessary.

Please refer to attached Job description for further information.

We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity, and embracing inclusion. We welcome applications from everyone interested in working for us.

MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.

We reserve the right to expire vacancies prior to the advertised closing date once enough applications have been received.

MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.

By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.

Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.

Person specification Qualifications and knowledge Essential criteria

• GCSE at grade C or equivalent in Maths and English
• Degree level or equivalent vocational qualification or extensive experience in business administration

Experience Essential criteria

• Expert in Microsoft Office products - Word, Excel, PowerPoint, Outlook
• Able to handle confidential and sensitive information and maintain high levels of confidentiality
• Able to produce clear and detailed minutes of meetings
• Able to stimulate and support an open and inclusive working environment where integrity and respect are evident and highly valued.
• Able to implement service improvement plans
• Able to participate in programmes of change, both departmentally and on a broader organisational setting, generating ideas and innovative ways of working.
• Able to multi-task whilst maintaining high levels of attention to detail.
• Ability to maintain clear focus under pressure
• Demonstrate a fair and consistent approach.
• Ability to investigate issues and problems and to propose solutions or resolutions.
• Excellent time management skills.

Personal and people development Essential criteria

• Demonstrates a fair and consistent approach to work and relationships.
• Confident and assertive but approachable.
• Flexible and proactive approach to work.
• Adaptability - especially in a changing environment.
• Professional demeanour.
• Discreet and confidential.
• Sets high personal standards
• Is respected by others.
• Displays a 'can do' attitude.
• Works as part of a team.
• Ability to think methodically
• Problem solver

Communication Essential criteria

• High level communication skills with the ability to use a variety of mediums, communicating complex and/or sensitive information in a variety of situations including external organisations, stakeholders and members of the public.
• Excellent telephone manner.