Personal Assistant

5 months ago

Northampton, United Kingdom Northampton General Hospital NHS Trust Full time

Personal Assistant to Director of Medical Education

The post holder will provide a quality and responsive personal assistant service to the Director of Medical Education and members of the Senior Medical Education Team.

This will include complex diary management and extensive minute taking, and a high standard of comprehensive secretarial and administrative support.

This role is part time, 24 hours per week. Core hours must include 09:00-14:30 on Thursdays, otherwise a flexible approach can be taken to negotiating hours.

You will need to be able to use your initiative and plan your own workload in a way that supports the Senior Medical Education Team and the wider Trust. Therefore, it is essential that a close working relationship exist between the post holder and other Personal Assistants supporting members of the Executive Management Team to ensure a seamless service is provided at all times.

Director of Medical Education in managing complex relationships with external and internal stakeholders and will require a significant level of interpersonal skill.

The post holder must be comfortable working with varied professional groups.

At all times the post holder will be dealing with matters of a highly confidential and sensitive nature which should not be divulged to another or discussed with other colleagues.

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion.

Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.

Communicate with tact, understanding, and discretion with members of the public/patients/carers when dealing with enquiries/complaints.

Act as first point of contact for all communications and deal with all such communications appropriately, including exchange of sensitive information.

Maintain constructive relationships with a broad range of internal and external stakeholders.

To provide a comprehensive Personal Assistant service, including secretarial service, to the Director of Medical Education to enable them to carry out their duties in an effective and efficient manner.

Prepare and distribute agendas and papers for formal committee meetings, in accordance with Trust policies, procedures and timescales.

Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken. This is a key part of the role and the post holder must be confident and capable of taking minutes at committee and board level.

Organise/co-ordinate events as required (organising the venues, catering, delegate packs, attendee lists, etc) for conferences, workshops, and training days.

Respond to all queries, correspondence and telephone calls received in the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Director of Medical Education as appropriate with any relevant supporting information.

Receive and screen all incoming mail, obtaining any relevant background information. On behalf of the Director of Medical Education prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary, ensuring that delegated ‘Heads of’ draft an appropriate response, setting deadlines to ensure the Director(s) has sufficient time to review draft.

Signpost on behalf of the Director(s), in their absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colle

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