Administrator/HR Assistant

Job summary

The administrator/HR Assistant will provide an efficient, effective administrative and secretarial service to the Divisional Management team and the Divisional HR Business Partner. The post holder will be responsible for typing of routine correspondence, reports and official documents, photocopy, arrangement of meetings and appointments, taking notes of meetings in the absence of other PA's, electronic diary management and taking enquiries both in person and by telephone

Main duties of the job

Communication:

• Support the Division including sign posting to relevant Trust internet sites
• Deal with telephone enquiries from staff, public and outside agencies.

Organisation and Planning:

• Carry out a range of administrative support as required by dealing with or referring enquiries as appropriate.
• Support the Surgery PA team to ensure the smooth and efficient running of the office whilst maintaining confidentiality at all times.
• Provide general administrative support on a range of tasks, including Long Service Achievement, Surgery Admin inbox, room bookings, Greatix and meeting support.
• Manage and maintain the PCP process.
• Provide support to annual leave sell back audit return.
• Bring forward documents and papers needed for meetings and devise systems to facilitate recall as necessary.
• Service meetings by preparing agenda/papers, note taking and recording where appropriate

• Use MS Excel and MS Word to process letters, documents and general correspondence and administer filing/photocopying relevant copies/record keeping and to formulate straightforward responses on behalf of the management team.
• Prioritise own workload.

About us

Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations,operatingfrom three main sites at Southmead, Bristol citycentreand Weston.

With an annual turnover of £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that theSouth Westhas to offer.

Bristol NHS Foundation Trust values all people as individuals. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit andretaina workforce whichrepresentsthe rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your applicationin order toensurewe'remeeting our pledge.

Job responsibilities

For a more detailed job description, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy.

Person specification

Qualifications

Essential

• Level 3 NVQ Business Administration or equivalent qualification or experience

Desirable

• Formal typing/word processing qualification

Knowledge and Experience

Essential

• Experience of dealing with the public, both on the telephone and in person
• Experience of working in a busy office environment, utilising both secretarial and administrative skills
• Experience of data input information systems
• Good knowledge of MS Office and Excel

Desirable

• Previous HR experience or knowledge
• Knowledge of the Electronic Staff Record (ESR) system
• Previous PA experience
• Experience of servicing meetings i.e. minutes

Skills and abilities

Essential

• Demonstrate excellent organisational skills
• Ability to prioritise workload effectively and work to tight deadlines
• Ability to work calmly and effectively under pressure
• Ability to build and maintain effective relationships and work across a wide range of contacts where tact and persuasive skills will frequently be required
• IT literate - MS Office package including Microsoft office software, word, excel, power point, internet and email
• Demonstrate high level of accuracy and good attention to detail

Desirable

• Ability to deal with complex and sensitive staff information
• Strong customer service focus