Mec Divisional Personal Assistant - Blackburn, United Kingdom - East Lancashire Hospitals NHS Trust

East Lancashire Hospitals NHS Trust

Verified Company

Blackburn, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

An exciting and rewarding opportunity has arisen for a Personal Assistant to support the Senior Management Team of the Medicine and Emergency Care Division at ELHT.

We are looking for an experienced, proactive, and dynamic individual to provide a comprehensive, high-quality PA & administrative support to the senior managers.

You will possess excellent communication, customer service and proven organisational skills and be able to work on your own initiative.

You will be able to organise and prioritise your own workload and balance this with the demands of the role.

If you would relish the opportunity to work with a diverse, hard-working team in a fast-paced environment and think you meet the person specification then this role is for you.

To work autonomously, undertaking a multi-functional role combining an extensive range of administration, secretarial and support duties.

This includes pre-empting the needs of the division ensuring forward planning, offering solutions to address relevant issues, and using initiative in the absence of senior managers to action correspondence and enquires as appropriate.

Provision of a professional, efficient, confidential personal assistant support to the SMT
To work closely with Senior Managers to coordinate various duties i.e., complaints meeting, setting up rooms & agendas external meetings.
Be the first point of contact for any queries on behalf of the team
Organisation of schedules through careful management of electronic diaries and appointments, prioritising appointment, and commitments where possible and referring to the diary holder where necessary
Ensure diaries are kept as up to date as possible with accurate times, venues, and any additional information
Take minutes of formal meetings and ensure that actions are followed up arising from the meetings as required
Excellent leadership, interpersonal communication skills

The Medicine & Emergency Care Directorate are focused on delivering safe, personal and effective care to our patients and population, and there is an ethos of continuous improvement within all services.

We have a large programme of work on going, and this role will be key in supporting members of the team with project and programme management.

As a Trust we are committed to:

Developing new roles and ways of working to ensure a flexible and innovative approach to staff.
Real equality of opportunity.
Continual development and learning for staff.
Achieving a work life balance.

We are committed to the effective recruitment, retention, and development for our employees, which is why we offer a great working environment, an attractive range of benefits and excellent opportunities for training and development.

The Trust is accredited as a disability Confident employer.

That means we recognise our obligations to ensure people with disabilities are afforded equal opportunity to enter employment and progress if and where possible.

For further information on the job description and main responsibilities.
Please also read the attached Person Specification to ensure you have met the relevant criteria for the post.

As stated above within the main duties and within the attached documents

Arrange complaint meetings with families and attend the meeting when required to take minutes and produce an accurate record for distribution within the governance framework
Ensure all files (electronic and paper) and archived in accordance with the Trusts retention policy
Forward plan for forthcoming formal meetings, drafting reports/agendas. Prepare and distribute agendas and reports
Organise meetings for example 1:1 meetings and departmental meetings with senior staff both internally and externally
Coordinate arrangements for workshops and events. This includes arranging suitable venues, catering, coordinating attendance and liaising with presenters, speakers and facilitators. Support with the coordination and management of the programme and overall event
To plan and organise relevant paperwork for courses and conferences and detailed travel arrangements, this included planning of itineraries, travel arrangements and accommodation
To accurately compose and prepare reports, presentations, letter, and other correspondence using MS word, excel, PowerPoint and outlook to the highest standard and within agreed deadlines. This would include copy typing. Confidentiality is paramount
Develop, implement, and continuously improve effective office systems and processes which could be of a confidential nature to deal efficiently with paper flow and storage of paperwork and computerbased information to ensure that information can be retrieved immediately if required
Maintain an effective 'bring forward' system, ensuring that deadlines are adhered to, and action is taken as appropriate
To support the SMT in carrying out day to day activities
To undertake and manage specific assigned tasks and project support as and when requi