Personal Assistant - Gloucester, United Kingdom - Gloucestershire Hospitals NHS Foundation Trust

Gloucestershire Hospitals NHS Foundation Trust
Gloucestershire Hospitals NHS Foundation Trust
Verified Company
Gloucester, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
Personal Assistant - Executive Office of Nursing, AHPs and Midwifery, Band 4

The post holder is responsible for providing a comprehensive personal assistant and secretarial service to Executive Office of Nursing, AHPs and Midwifery


The post holder is primarily responsible for ensuring the effective management of the Deputy Chief Nurse (DCN) on a day-to-day basis with additional responsibilities to the Chief AHP and Associate Chief Nurse for workforce and education.


Working with some level of autonomy you will be expected to work on your own initiative, prioritising your own workload in order to meet agreed deadlines.

The post holder will also communicate and exchange complex and sensitive information across the organisation both internally and externally, using tact and persuasive skills and demonstrate excellent communication skills, whilst using diplomacy and persuasiveness to facilitate and drive tasks to completion.


The post holder will be accountable to the Co-ordinator of the Executive office of Nursing, AHP and Midwifery and is a one year fixed term contract.


The main duty of the post holder will be to ensure proactive, efficient and effective administration and secretariat support to the Deputy Chief Nurse.

You will ensure consistent, quality secretarial and admin service delivery.


You will prepare drafts of correspondence and reports, maintain diary and appointments, arrange meetings and visits and take messages using own initiative at times.

You will also be expected to support key meetings, preparing agendas and minutes, and disseminating/publicising as required.


The post holders will need use their initiative and think creatively to generate ideas and possible solutions to improve service delivery.

They will have strong planning and organisational skills and the ability to effectively prioritise workload.

Great care can change everything. Like you, at the Gloucestershire Hospital NHS Trust we want to deliver outstanding care.


This post is an exciting opportunity to be a pivotal team member, by ensuring the Deputy Chief Nurse is able to function in the most efficient and effective way.


This role will be at the heart of supporting innovation and improvements, while bringing a truly professional and advanced approach to admin support.

The post holder will be part of an administration team that supports the executive office of Nursing, AHP and Midwifery.


To provide full personal assistant/ secretarial and administrative support to the Deputy Chief Nurse including the preparation of correspondence and reports, maintain electronic diary and appointments, arrange meetings, visits and events, including arranging venues, refreshments, equipment and take messages using own initiative.

Co-ordinate the Deputy Chief Nurse activities, ensuring they are organised efficiently and effectively, allowing sufficient travel time.

Review diary on a daily basis to ensure there are no clashes or revisions, using judgement to find solutions.


To provide effective communications and relationships with internal and external contacts, ensuring that messages are received and distributed from/to relevant parties in a timely manner.

To prepare agendas, take, type and transcribe minutes of meetings, adding minutes on the SharePoint as required.

Attend Divisional Management meetings or any other meetings as required.


Network with other Divisional admin leads and the PAs of the Executive Directors, and may provide support for corporate meetings as requested.

Proactively manage and prepare papers for the Deputy Chief Nurse

Responsible for ensuring accurate papers are produced and tight deadlines are met.

To manage the filing system including personal files and keep records as required both paper and electronic


To monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced as necessary.

Also, to ensure the office is a clean and orderly environment.
Provide cross cover to ensure the office is adequately covered at all times.

To undertake specific administrative duties required by the Deputy Chief Nurse

Open mail and process accordingly

Contact Details

For more information please contact;
Craig Bradley (Deputy Chief Nurse and Director of Infection Prevention and Control)
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