Personal Assistant - Middlesex, United Kingdom - The Hillingdon Hospitals NHS Foundation Trust

The Hillingdon Hospitals NHS Foundation Trust
The Hillingdon Hospitals NHS Foundation Trust
Verified Company
Middlesex, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
Personal Assistant to Women & Children Services, Planned Care Division

10 month secondment


Full-time: 37.5 hours per week


An exciting opportunity has arisen for a highly motivated and efficient Personal Assistant to support in the provision of administrative secretarial support for Women & Children services (Maternity, Gynaecology, Paediatrics, Neonatal) within the planned care division.


You will be required to plan ahead, and use your initiative to prioritise and manage the Management Teams busy diary commitments and correspondence.


In addition the post holder will have responsibility for specific key projects/tasks and will be required to act on their own initiative to see them through to a timely conclusion.

Solid customer-care skills will ensure that the division is represented in a professional and efficient manner.


The main purpose of this post is to provide efficient PA and administrative secretarial support services to the Quartet members of the planned care division specifically Maternity, Gynaecology and Paediatrics.

The post holder will have responsibility for specific key projects/tasks and will be required to act on their own initiative to see them through to a timely conclusion.

Solid customer-care skills will ensure that the division is represented in a professional and efficient manner.


The post holder will be the Divisional PA providing support to the Divisional Quartet and where required to support the Divisional management team to ensure a high quality service.

The post holder will handle highly confidential and sometimes very contentious and sensitive information of a personal and financial nature, and will therefore be relied upon to observe and comply with specific and implied confidentiality rules and policies.


PLEASE NOTE CLOSING DATES ARE SUBJECT TO CHANGE. THEREFORE ONCE A SUFFICIENT AMOUNT OF APPLICATIONS HAVE BEEN RECEIVED THE VACANCY MAY BE CLOSED DOWN


The main purpose of this post is to provide efficient PA and administrative secretarial support services to the Quartet members of the planned care division specifically Maternity, Gynaecology and Paediatrics.

The post holder will have responsibility for specific key projects/tasks and will be required to act on their own initiative to see them through to a timely conclusion.

Solid customer-care skills will ensure that the division is represented in a professional and efficient manner.


The post holder will be the Divisional PA providing support to the Divisional Quartet and where required to support the Divisional management team to ensure a high quality service.

The post holder will handle highly confidential and sometimes very contentious and sensitive information of a personal and financial nature, and will therefore be relied upon to observe and comply with specific and implied confidentiality rules and policies.

Detailed job description and main responsibilities


Main Tasks and Responsibilities:


  • Provide a full PA service to the relevant team members including diary management, dealing with correspondence, telephone calls and enquiries, creating first draft responses to correspondence on behalf of the Division.
  • Quickly and accurately solve issues raised via telephone and verbal messages from internal and external sources on behalf of the Division
  • Ensure the smooth running of meetings chaired by, or on behalf of, the Division(s), including arranging meeting times and venues, collating agendas and papers for meetings, equipment and catering, ensuring that all participants are in receipt of appropriate documentation prior to the meeting, and taking accurate minutes at meetings as required.
  • Maintain an efficient diary system for the Divisional leads, ensuring relevant papers are brought forward for their meetings and commitments.
  • Be the point of contact and system lead for Euroking and birthrate plus (system used for maternity). You will be issuing passwords and have an understanding of the system for questions that may be raised.
  • Ensuring that rota co-ordination for annual leave is recorded on the electronic staff record healthroster for the management team and support the service manager with the rotas for the medical rosters when needed.
  • Maintain and review an efficient filing, bring forward and pending system, and establish any other necessary procedures to support the work of the Division.
  • Have an in-depth understanding of the workload of, and initiatives within, the relevant Divisional management team in order to contribute to major projects.
  • Meet with the quartet and senior service manager on a regular basis and assist in prioritising the workloads and key tasks as well as raising any areas for joint discussion.
  • Create and critique documents and reports, offering suggestions as requested by the Division(s).
  • Anticipate required actions, meetings etc to ensure a seamless service particularly in the absence of members of the Quartet.
  • Cross cover and maintain a work
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