Divisional Personal Assistant

5 months ago

Preston, United Kingdom Lancashire Teaching Hospitals NHS Foundation Trust Full time

Our goal is to become an outstanding division and you may be able to help? The Women’s and Children’s Division is looking for a highly motivated and experienced PA to join our busy team.

You will provide a comprehensive secretarial service to the Divisional Director of the Women’s and Children’s Division, Divisional Medical Director, Divisional Director of Nursing and Divisional Director of Nursing and Midwifery.

The role will line manage the Divisional Secretary (who supports the Clinical Business Manager, Deputy DD of Midwifery and Nursing, Speciality Business Managers and Matrons) and will also provide administrative and secretarial support and functions, as agreed and if required, supporting the wider teams.

Key elements of the role include
- preparing agendas and recording minutes for Divisional meetings ensuring good governance is maintained
- Managing diaries for the divisional directors
- Arranging meetings for the division
- Ensuring documents are filed and stored safely
- Communicating effectively with colleagues within and outside the division

We are looking for someone with excellent organisational ability, who is flexible and able to work on your own initiative in resolving problems when they arise along with a consistently high professional approach.

If this sounds like it is for you and you'd like to know more then please don't hesitate to get in touch

You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.

We have 10000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.

Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
- Provide direct secretarial and administration support to the Divisional ‘Quad’ management Team and the wider team.
- The role includes proactively management of diary and ensuring effective scheduling of appointments.
- Organise meetings in a timely manner, including venues, ensuring that all relevant documentation and information is forwarded in advance.
- Act as a minute secretary for meetings, some of which may cover complex discussions and actions.
- Act as first point of contact for all internal and external to deal with all forms of enquiries (visitors/telephone/face to face/correspondence) in a competent and professional manner, maintaining a professional image appropriate to the role and creating a positive image of the organisation. Communicate effectively with external agencies and visitors to the Trust.
- Screening telephone calls using own initiative, analysis of information provided before responding appropriately or referring to the most appropriate manager.
- Maintain an up to date, effective electronic and paper filing system.
- Ensure any confidential and sensitive data is appropriately managed, archived and stored securely.
- Personal Development opportunities are maximised in relation to the administration role and mandatory training undertaken as required.

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