AMS PSR

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

As a Personal Assistant - (Inside IR35), your main responsibilities will be:

• To maintain confidentiality at all times and to represent NHSBT in an efficient and courteous manner.
• Responds 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.
• Assimilate, manage and communicate a wide range of information, some of which will be sensitive, complex and controversial and may involve matters relating to individual staff.
• Act on behalf of the Manager(s) in their absence within the remit of the role, by making accurate assessments of urgent / sensitive situations that can be addressed by appropriate colleagues within the NHSBT in order to meet deadlines, provide solutions and avoid disruptions.
• Provide induction and training to the admin hub team’s new and junior staff, e.g. demonstrate own and generic duties and provide guidance and support.
• Support the induction and training of new Managers by ensuring all relevant documentation / forms are completed and actioned, induction timetable is supplied and relevant NHSBT policies (e.g. expenses, travel) and housekeeping are communicated to the new starter.
• Effectively manage one or more diaries, prioritising meetings / appointments, as necessary, ensuring sufficient work / reflective time.
• Organise conferences / events / training courses, including liaising with speakers, sourcing venue, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions.
• Provide administrative support to NHSBT projects and interviews.
• Assist Office Manager with the recruitment and selection of new staff, as and when required.
• Ensure the Manager(s) is appropriately briefed in advance of schedules meetings / events by obtaining briefings from various sources, gathering and extracting information, researching and preparing presentations, interpreting result, completing progress reports as direct.
• Prepare and distribute agendas and papers for meetings and in accordance with NHSBT policies, procedures and timescales. Take and transcribe accurate minutes of formal meetings in timely fashion, ensure that all follow up action is taken.
• Manage travel and accommodation arrangements for Manager(s), assessing and making accurate judgements of the time commitments involved and to exercise time management skills.
• Compile expenses records for the Manager(s) and team members and obtain authorised signatures.
• Order, monitor and maintain stock levels of office supplies and undertake Library management, e.g. receipt and circulation of professional journals and maintenance of journal records.
• Maintain records relating to annual leave, study leave, training, expenses, staff absence and payroll.
• Maintain effective ‘bring forward’ system, ensuring the Manager(s) receives papers etc at appropriate time and that deadlines are adhered to and action is taken as appropriate.
• Assist in production of regular reports and provide cover for ad hoc duties, e.g. Mandatory Training reports, Workforce Application Forum, temperature mapping tasks, Situation Report etc.
• Maintain databases and circulation lists.
• Work independently and exercise initiative to organise their own workload within the constraints of defined deadlines and changing priorities.
• Work collaboratively with the other team members to maintain an efficient service in the admin hub, especially in time of absence, e.g. annual and sickness leave and providing assistance in times of particular pressure in any area.
• Maintain time and accurate outputs for all work, balancing continuing and intense work against an unpredictable pattern of daily demands.
• Respond to new demands in the role and build those responses into sustainable systems and activities.
• Undertake all mandatory training as required for the role, participate in the annual appraisal review process and follow own personal development plan.
• You are required to ensure that you follow health and safety policies, risk assessments and safe systems of work to ensure your safety and the safety of others. Managers will address the health, safety and wellbeing of any staff they are responsible for, in proportion to the level of risk in their department and promote a positive safety culture.
• Any other duties within the general scope of the post as and when required.

Essential

• 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. In cases where we have a high volume of candidates who have a disability who meet all the essential criteria, we will interview the best candidates from within that group. This scheme encourages candidates with a disability and/or neurodivergence to apply.

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. In cases where we have a high volume of candidates who have a disability who meet all the essential criteria, we will interview the best candidates from within that group. This scheme encourages candidates with a disability and/or neurodivergence to apply.

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 cases where we have a high volume of ex-military candidates / military spouses or partners, who meet all of the essential criteria, we will interview the best candidates from within that group.

In applying for this role, you acknowledge the following "this role falls in scope of the Off Payroll Working in the Public Sector legislation. Any rates of payment quoted will reflect the gross rate per day for the assignment and will be subject to appropriate taxes and statutory costs. As such the payment to the intermediary and your income resulting from this contract will be different".