Personal Assistant (Chaplaincy, Research and Audit) in Sheffield

We are seeking an organised and proactive Band 3 Personal Assistant to provide confidential administrative and PA support to Chaplaincy, Research and Audit services within the Therapeutics and Palliative Care Directorate. The role involves diary management, meeting coordination, correspondence and day-to-day administrative support, working closely with service leads across acute and community settings.

Main duties

• Provide comprehensive personal assistant and administrative support to leadership teams within Chaplaincy, Research and Audit services.
• Manage diaries, emails and correspondence, acting as a first point of contact and prioritising issues appropriately.
• Organise and support virtual and face-to-face meetings, including agenda preparation, minute-taking and follow-up actions, often involving confidential or sensitive information.
• Coordinate recruitment, induction and workforce administration, including ESR updates, mandatory training monitoring and recruitment processes.
• Arrange and support events, interviews, training days and conferences, including venue bookings, equipment and attendance records.
• Maintain accurate electronic and paper filing systems, databases and service records, ensuring data protection and confidentiality are upheld.
• Produce reports, service bulletins and other documentation to support governance, audit, research and service delivery.
• Provide flexible administrative cover within the team and contribute to service improvement and modernisation of administrative processes.

Working for our organisation

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides benefits for its employees, including commitments to professional development and policies to support employees in balancing their personal and professional lives.

This vacancy is advertised on a fixed term contract basis for a period of 18 months due to organisational change within the Therapeutics & Palliative Care department. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and the management of organisational change.

Please note all existing NHS staff will only be considered on a secondment basis. This must first be agreed with your current line manager.

Person specification

Qualifications

• GCSE 5-9 (or equivalent) in English
• RSA III/ OCR III or equivalent in Word Processing/typing OR equivalent PA qualification OR equivalent experience

Experience

• Experience of working with multi-disciplinary teams.
• Good knowledge of secretarial and administrative procedures in a large organisation.
• Experience of minute taking.
• Experience of Microsoft Office packages especially Outlook, Word, Excel, PowerPoint and OneNote.
• Experience of working with a variety of IT systems and databases.
• Experience of working in a busy environment.
• Experience of diary management.

Desirable criteria

• Relevant PA and secretarial experience
• Experience of working within a healthcare setting OR large complex organisation.
• Experience of using electronic stock ordering systems such as Integra Web basket.
• Experience of administratively coordinating training events and conferences

Special Skills/Aptitudes

Essential criteria

• Excellent verbal communication skills in virtual, telephone, and face-to-face contexts, and with colleagues of all backgrounds
• Excellent written communication skills, with the ability to present written information in a clear manner, demonstrating attention to detail.
• Excellent organisational skills and the ability to multitask and prioritise workload to meet deadlines.
• A good understanding of confidentiality and commitment to upholding confidentiality principles.
• Ability to deal professionally with enquiries from staff, academics, members of the public, and colleagues.
• Ability to work independently with minimal supervision.
• Ability to work fast and efficient.
• Ability to work as part of a team.
• Ability to be flexible and sensitive and able to cope with the changing needs of the role.
• Ability to prioritise effectively, including when working to tight deadlines.

Desirable criteria

• Experience of producing reports for use by colleagues throughout the organisation.
• Knowledge of medical terminology.

Personal Qualities

Essential criteria

• Work effectively and flexibly as part of a team to meet the needs of the services.
• Confident in dealing with people at all levels; must be able to demonstrate an understanding of equality and diversity.
• Calm approach to changing work situations.
• Commitment to upholding the Trust's PROUD values: Patients first, respectful, ownership, unity, and delivery.

Equality and compliance

The Trust is committed to equality and diversity under the Equality Act 2010. If you require any assistance in applying, please contact the Human Resources Department on the NHS Jobs page for the organisation.