Personal Assistant / Department Administrator

The Research and Development department at NNUH is looking for a motivated individual to join the team as Personal Assistant to Director of Research Operations/Department Administrator.
The purpose of this post is to provide comprehensive Personal Assistant support to the Director of Research Operations and other members of the senior leadership team and administrative support for the research operations office., + Provide a dedicated, comprehensive personal assistant service to the Director of Research Operations and members of the senior leadership team.
+ Manage electronic diaries and carry out email management.
+ Arrange meetings on behalf of the Director of Research Operations, including the production of agendas and the taking and circulation of minutes.
+ Organise initial recruitment processes by arranging appointments and interviews and ensuring the necessary administrative tasks are completed in preparation for interviews.
+ Manage and process documentation as appropriate and maintain confidential personal files held by the department managers.
+ Assist the Research Grants Coordinator in the registering and tracking of grant applications.
+ To be the central point of contact and co-ordinate the process to receive and evaluate proposals from researchers applying for internal NNUH research funding or access to human tissue held within the Norwich Research Park Biorepository., + Provide a dedicated, comprehensive personal assistant service to the Director of Research Operations and other members of the senior leadership team.
+ Arrange meetings on behalf of the Director of Research Operations and members of the senior leadership team independently managing the administrative support and delivery.
+ Produce agendas and accurate minutes from a variety of meetings (including, but not limited to Biorepository Access Committee, CRF Joint Strategy and Management Committee, PPIE Strategy Committee), distribute minutes appropriately.
+ Manage electronic diaries and carry out email management (check the Director of Research Operations email and action if necessary)
+ Arrange all aspects of other meetings and training events as required, to include room booking, catering etc.
+ Manage and process documentation as appropriate and maintain confidential personal files held by the department senior leadership team.
+ Create and maintain reports, spreadsheets and databases as required by the Research Services Office and senior leadership team (including information required by the regulatory authorities for research conduct)
+ Ensure that telephone calls, correspondence and direct contact with visitors are dealt with in an appropriate and professional manner, using judgement, tact, and discretion where necessary.
+ Deal with incoming mail for the Director of Research Operations and members of the senior leadership team and apply judgement, knowledge, and experience to appropriately refer mail to other areas for action.
+ Prepare documents by copy or audio typing using Microsoft Office software (letters, memos, reports etc.) for approval as directed, ensuring that all policies and procedures are adhered to.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Please note that this advertised position, which is part of occupation code 4215 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.
The Job Description, which includes a Person Specification, provides a full outline of responsibilities and requirements for this role. Please use your supporting statement to demonstrate how you meet the person specification., Visa and Immigration
If you are wishing to apply for this role and would require sponsorship (this includes if you are already in a sponsored post and looking to change employer), you can determine the likelihood of obtaining a Certificate of Sponsorship for this post by assessing your circumstances against criteria specified on the gov.uk website https://www.gov.uk/skilled-worker-visa/your-job.
Travelling to work
Staff parking is available onsite; however, this is limited during core working hours. We have more capacity in the evening and at weekends and can usually provide spaces during those hours.
We look to allocate these spaces fairly. Our Travel Office have a set of criteria that staff must meet in order to qualify. If you qualify for a space, you may be placed on a waiting list if we are at full capacity.
The NNUH is served by a number of public buses, and we offer generously discounted monthly passes with First Bus & Konect.
The Costessey Park and Ride runs regularly each day from 06:30 (from P&R) to 20:45 (from NNUH) and this service is free for NHS staff. There is a regular Thickthorn P&R service as well which is free. Applications to the Travel Office are required for this service. We also have a discounted service from the airport P&R if you purchase a bundle. Please see Konect website for further details.
The NNUH host multiple bicycle racks and a salary sacrifice scheme. We also benefit from a Beryl station onsite.
If you work at another Trust site, please discuss travel and parking arrangements at interview.
DBS
If this post involves working with children or adults the application form will ask for information regarding previous convictions as you will be required to undertake a Criminal Record and Barring Check known as a DBS check.
If you are a new employee or registering with the Staff Bank you will need to meet the cost of this unless your salary is less than point 9 of Afc
NHS Service
Should you be appointed to the post we will need to establish any previous NHS service via the ESR IAT and we will accept the submission of your application as your agreement to this.
UK Registration
You will need to have current UK professional registration where this is a requirement of the role.
Application
Following candidate feedback and to reduce our dependency on paper, all our communication with you regarding your application will be by email so could you please check your e-mails (and Spam) regularly.
We value equality in our team and recruit from all sections of the community. We recognise there is a wealth of talent among people who have a disability and if you meet the minimum criteria detailed in the person specification and have a disability, you may wish to be considered under the Guaranteed Interview Scheme by indicating this in the relevant section on your application.
We look forward to receiving your application and if you do not hear within the next four weeks this will usually mean that you have not been short-listed. However, if you wish to confirm this please contact the person indicated on the advert.
Flexibility
Whilst every effort will be made to recruit to the post as it is advertised, there may be occasions where we consider alternative working patterns, such as part time working, or contract types, such as secondments, depending on circumstances. Should you wish to work in a different working pattern to that stated in our advertisement, please indicate this in the supporting statement to your application.

The ideal candidate will have previous PA experience with significant experience of minute taking and will be expected to work using their own initiative and without direct supervision.

At NNUH it is our privilege to provide healthcare to over one million people across Norfolk and surrounding areas. Our vision is to 'provide the best care for every patient', and if this inspires you and you share our values, we really want you to join our team.
NNUH is currently the busiest Trauma Unit in the East of England caring for almost 850 trauma patients annually many with complex care needs. We are enhancing our urgent and emergency care specialist services for patients with significant injuries as a result of trauma and have an ambition to become a Major Trauma Centre.
Our values support our vision and guide the behaviour of everything we do, these are:
People-focused
We look after the needs of our patients, carers and colleagues, to provide a safe and caring experience for all.
Respect
We act with care, compassion and kindness and value others' diverse needs.
Integrity
We take an honest, open and ethical approach to everything we do.
Dedication
We work as one team and support each other to maintain the highest professional standards.
Excellence
We continuously learn and improve to achieve the best outcomes for our patients and our hospital.

We can offer you the full range of NHS benefits/discounts and in addition:
+ Flexible working hours
+ Fast Track Staff Physiotherapy Service
+ Multi Faith prayer room
+ Discounted gym memberships
+ Excellent pension scheme and annual leave entitlement
+ Wagestream - access up to 40% of your pay as you earn it
+ Free Park & Ride service direct to NNUH site
+ Free 24-hours confidential counselling support
+ On-site Nursery
+ On-site cafes offering staff discounts
+ Support in career development
+ Flexible staff bank
+ Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics