Divisional Pa

An opportunity has arisen for a full time position within the Division of Medicine as a Divisional Personal Assistant to support the Divisional Directorate.

This is an exciting opportunity for an experienced secretary to join our Divisional secretariat.

Provide a full range of administrative secretarial support to the Divisional Director of Operations and the Divisional Director of Nursing along with other Directorate Managers if required such as sickness absence cover

Providing a complete PA service including answering of incoming telephone traffic, word processing, preparation of agendas and minute taking, filing, audio typing, photocopying and the composition of letters. Preparation of responses and requests for the Divisional Director and designated medical staff as appropriate.

Distributing and prioritising incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.

Undertaking administrative work at the request of the Divisional Director.

Providing the first point of contact for written and telephone enquiries, some of which may be sensitive, on behalf of the Divisional Director, using judgement to establish the validity and priority of the contact.

Organising and co-ordinate divisional and system wide team meetings, arrange venue and take minutes where appropriate for meetings requested by the Divisional Directors of Nursing.

Choose Well - Choose WWL

Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

Planning and Organisational Duties
- Provide a full range of administrative secretarial support to the Divisional Director team, as required such as sickness absence cover
- Providing a complete PA service including answering of incoming telephone traffic, word processing, preparation of agendas and minute taking, filing, audio typing, photocopying and the composition of letters. Preparation of responses and requests for the Divisional Director and designated medical staff as appropriate.
- Distributing and prioritising incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information.
- Undertaking administrative work at the request of the Divisional Director.
- Providing the first point of contact for written and telephone enquiries, some of which may be sensitive, on behalf of the Divisional Director, using judgement to establish the validity and priority of the contact.
- When notified of leave, ensure appropriate action is taken with regard to re-evaluating/rescheduling appointments in Divisional Directors diary where appropriate.
- Maintaining close working relationships between within the Divisional Director Team.
- Organising and co-ordinate divisional and system wide team meetings, arrange venue and take minutes where appropriate for meetings requested by the Divisional Directors.
- Ensuring timely responses to reports and papers.
- Introducing and implementing new practices to enhance service development, i.e. developing protocols and procedures for improved administrative support.
- Maintaining a diary of appointments and information relevant to Divisional Leadership Team.
- Ensuring accurate and up-to-date information for the Trust
- Support attendance management process once referred to divisional director level, arranging meetings and distributing letters of concern when requested.
- Support and monitor annual job planning progress.
- Act as a first point of contact for all communications internally and externally to the Divisional Director of Operations and Divisional Director of Nursing team prioritising all such communications as appropriate, including sensitive and confidential issues.
- Action work on own initiative without direct supervision, address and redirect, where appropriate, queries that would otherwise have to be handled by the Divisional Directors management team. This will include drafting letters and memos as appropriate.
- Work flexibly as an admin support team to the Divisional Directors to maintain an efficient service especially in times of absence, i.e. annual and sickness leave.
- Support Divisional Director Team with management of recruitment administration where required.
- Ensuring accurate and up-to-date information for the Divisional Team
- Developing office, PA and secretarial practices to continually improve service delivery.
- Assisting