PA to R&D Senior Managers

at  University Hospital Southampton NHS Foundation Trust

University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for a detailed job description of the role.
Open only to applicants from Hampshire & Isle of Wight NHS system , which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT.
1. To act as the first point of contact by receiving telephone calls, emails and visitors, responding efficiently and promptly to queries, either personally by redirecting to the appropriate person/department, or taking a message and ensuring that appropriate priority is given to urgent enquiries/matters.
2. To ensure that as the first point of contact, visitors and staff are met in a courteous and welcoming manner, offering refreshments as appropriate.
3. To organise and prioritise multiple diary appointments where appropriate; rearranging when necessary, to take account of more urgent meetings/appointments as they arise, informing the appropriate manager of any changes, new or urgent appointments.
4. To arrange meetings, liaising with other PA’s/secretaries/staff as appropriate to set a mutually convenient time and date, co-ordinating multiple diaries and negotiate availability at all levels, booking/arranging suitable venues, travel arrangements, equipment and refreshments.
5. To prepare/draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time.
6. To attend meetings and take minutes/notes as required, initiating action on identified issues, as appropriate. To ensure that these are produced in line with the agreed format and distributed as necessary.
As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to.
Specific to this role is the suitability for agile working which is a mixture of on-site and remote working. In addition, we are open to discussing flexibility in the hours that you work. Please talk to us at the interview about the flexibility you need, and we will explore what’s possible for the role and service. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.
Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

WHAT EXPERIENCE/SKILLS ARE NEEDED:

Experience working as a Personal Assistant or in business administration
Experience of working in a busy, dynamic environment
Working as part of a team and independently
Problem-solving and proactive approach
Extensive use and knowledge of all Microsoft Office programs including Outlook, Word and Excel
Demonstrate a high standard of telephone liaison, interpersonal, organisational and communication skill

To provide a comprehensive personal assistant service
To organise and prioritise diary appointments
To arrange meetings and coordinate attendees
To prepare meeting paperwork, agendas, and minute take as required
To act as the first point of contact for the R&D Office Senior Management team
To provide cross-cover for other administrators within the Division to ensure a consistent and effective administration service is maintained at all times