Maternity Personal Assistant

2 weeks ago

AshtonunderLyne, Tameside, United Kingdom Tameside and Glossop Integrated Care NHS Foundation Trust Full time

Main Duties:

Provide a comprehensive, high quality secretarial service including typing letters, minutes, reports and other routine correspondence often of a confidential or sensitive nature, using own initiative.

Responsibility for requesting quotations, placing and receipting of electronic procurement orders using ELF, NHS Supply chain, Clares Stationary etc. Produce documents; charts, tables, databases etc., by use of Microsoft Office packages, e.g. Word, Excel, Access, PowerPoint and Outlook.

To be responsible for the proactive, accurate management of the electronic diary system.

This will include responding to meeting requests from other parties, setting up meetings internally & externally ensuring that all planned activities are practical and co-ordinated at all times considering objectives and geographical implications.

This will require frequent forward planning, excellent communication, and attention to detail, lateral thinking, diplomacy and perseverance.

To organise multi-disciplinary and management meetings including booking of an appropriate venue, agenda production and typing & distribution of formal minutes/action logs.

To manage an efficient, confidential and robust bring forward system.

Work on own initiative to manage and prioritise clerical tasks to ensure the effective and efficient running of the department.

Demonstrate exemplary levels of communication and interpersonal skills when dealing with a wide range of NHS staff and external agencies/organisations; using own judgement, tact and discretion to ensure telephone enquiries are actioned or re-directed appropriately.

This can often include issues of a confidential or contentious nature.

To co-ordinate incoming correspondence, dealing with routine and non-routine issues using own initiative, and only refer when necessary.

Co-ordinate activities such as conferences, workshops and seminars, and ensure that an appropriate venue is booked, equipped appropriately and all delegates needs are met on the day.

Prioritise own workload to meet deadlines and demands of the service.

Ensure the maintenance of accurate and efficient filing systems, including both paper and computerised systems ensuring strict confidentiality of client/staff identifiable information.

Assist patients and public in a sensitive and caring manner.

To undertake any other duty as requested by your supervisor / manager which is appropriate to the grade to ensure the smooth running of the department Knowledge and Skills Competent use of Microsoft packages (Outlook, Word, Excel, PowerPoint and Publisher).

Advanced typing skills ensuring accuracy and speed. Experience of electronic diary management and ability to use own judgement to resolve diary scheduling conflicts.

To have good interpersonal skills and to communicate effectively. Take responsibility for their own personal development and agree objectives in discussion with line manager. Maintain own personal development portfolio.

Effort and Environment Light physical effort will be required, with frequent requirement for sitting whilst undertaking prolonged periods of computer and digital audio transcription work on a daily basis.


High levels of concentration required when report writing, word processing, transcription of minutes with frequent interruptions or other interventions which must be dealt with.

Flexibility to respond to changes in word priorities as well as emerging needs and requirements in the post. Ensure appropriate waste management is carried out.

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