Personal Assistant

We re currently supporting a Healthcare client based in Surrey, who are seeking to appoint an experienced Personal Assistant to join their team.

Personal Assistant

Location: Chertsey, Surrey

Sector: Healthcare

Job Type: Temporary

Duration of booking: Expected to last for 3 months at this stage, however, this potentially may be longer depending on client service needs

Proposed start date: ASAP

Hourly Pay Rate: £13.18 - £14.54 paye inclusive of holiday pay per hour

Please note this will be paid via the client s direct engagement model as mandatory

Hours / Working Days: 37.5 hours per week, Monday to Friday

Sector: Healthcare

Remote Working Option: This has not been specified

Band: 4

Inside/Outside IR35: Inside

Based: Hospital/Office

The successful PA will:

Provide a comprehensive confidential and professional administrative support to the Head of Midwifery (DoM) and Maternity Senior Leadership Team (SLT).

You ll ensure that all work is dealt with promptly and efficiently and in accordance with the Policies and Procedures within the Trust.

Support the DoM and SLT in delivery of strategic projects within Maternity by collating documentation and progressing responses to required actions.

Prepare documents for meetings for adhoc projects and teams.

Support meetings with minute taking and progressing action logs.

Duties:

To provide full, high quality administrative support to the Head of Midwifery and Senior Leadership Team within Maternity, including:

• Act as PA to the Director and Head of Midwifery, providing a comprehensive administrative service to the Head of Midwifery and Maternity Senior Leadership Team, including (but not limited to):
• Diary management and arranging of meetings
• Management of incoming and outgoing written and e-mail correspondence
• Management of incoming telephone calls and prompt message handling
• Drafting replies to correspondence and taking follow up action, as directed
• Copying, formatting and circulation of documents, collating information from multiple sources and combining into one document
• Support recruitment within Maternity by undertaking tasks relating to the vacancy panel process, such as completing the ERF templates and collating approvals
• Writing minutes and producing action trackers, and progressing updates with action owners
• Efficient and courteous handling of all personal and telephone calls to the office
• Be responsible for setting up, collating agendas, circulating documents, minute taking and dissemination of documents for regular monthly meetings as well as adhoc meetings.
• Be responsible for designing and managing the administration of special projects as required by the Director of Midwifery. This may involve significant liaison and consultation, the setting up of systems and databases and the formulation of progress reports.
• Organize specific internal or external events as required.
• Develop and manage computer databases and action trackers, as appropriate, to support the effective functioning of the Service.
• Provide other administrative support for the Director of Midwifery and Senior Leadership Team within Maternity.
• Compile and maintain the weekly Beds Management Rota.
• Maintain the leave diary/calendar of the Division, advising the SLT of any potential difficulties with leave requests.
• Ordering and maintaining departmental stationery supplies via Oracle.
• Reporting and escalating building and infrastructure faults and issues to the Facilities Helpdesk.
• Ordering IT and telecoms equipment for the divisional teams.
• Maintenance of department photograph and notice boards.
• To support with any other duties which may be required by the Maternity Service in keeping with the broad range of responsibilities pertaining to the post
• To access and manage BadgerNet (our maternity electronic patient record).
• To access and support with ESR (human resources system).

Skills, Qualifications & Experience

Experience of working as a PA/EA/equivalent

Experience of working as a PA/EA/equivalent within the NHS, Healthcare or Public Sector

Substantial administrative skills, with competent use of MS Office applications

Be able to demonstrate, in relation to patients, visitors, colleagues and other individuals connected with the Trust and NHS: Knowledge & awareness of diversity and human rights as appropriate to your role and communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role.

Minute taking/audio transcription and diary management skills.

Ability to produce and format documents

A high degree of sensitivity and confidentiality is required

Willingness to always put patients first

High level customer service focus - Willing and able to take personal responsibility

Able to seek out and takes opportunities for improving the service offered

Take pride in own workload and be capable of working well alone and within a team

Flexible in their attitudes and behaviours to support team working and delivery of objectives

Be able to support and promote equality and diversity

Have undertaken a secretarial training qualification (e.g., RSA, BTEC)

Hold an NVQ Level 4 or equivalent qualification and/or training