Personal Assistant

Your World Healthcare is a leading specialist healthcare recruitment agency, placing a range of healthcare professionals including Non-Clinical and Clinical positions.

**Personal Assistant**

**Location**: Bordesley Green East, Birmingham

**Job Type**: Temporary

**Duration of booking**: Expected to last up to 4 months and maybe longer

**Proposed start date**: ASAP

**Sector**: Healthcare

**Department / Specialism**: Medical microbiology support / Laboratory

**Base**:Hospital in an office

**Band**: AO

**Pay Rates**:£10.69 to £11.50 paye inclusive per hour

**Working Days and Hours**:Monday to Friday, 9am to 5pm

**Job Percentage Breakdown**

40% preparing and sending results

25% arranging meetings

10% typing minutes at meetings

5% filing

5% phones

**Job Summary**
- To receive visitors to the department as necessary and provide appropriate assistance.
- Organise and plan UK and overseas travel for conferences and meetings including making train, flight and hotel reservations
- Liaise with other health organisations and outside agencies as required, verbally, electronically and in person.
- Contribute, co-ordinate and facilitate on going project work as and when required.
- Exercise independent judgment and initiative based on acquired experience and knowledge when problems arise, by taking appropriate action lo resolve the problems or referring to the appropriate person.

**Main duties**
- Provide a comprehensive secretarial and administration service, organising and making arrangements
- Taking minutes at meetings
- Typing and distribution of documents and reports, recording information, filing, and ensuring that all information and documentation is produced to expected standards of performance and according to agreed timescales
- Proactively manage diary commitments by liaising with others, internally and externally ensuring that all the required preparation is accurate and available and that the Team are briefed on any difficulties, problems or issues
- Build and maintain constructive relationships with others, within Public Health England and externally to improve the effectiveness and efficiency of services
- Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of the service including Share point and NHS.net
- Prioritise work and take appropriate steps to manage incoming and outgoing requests for action and/or information. including follow up, according to agreed limescales.
- To use own initiative in prioritising workload to ensure deadlines are met. When appropriate propose changes to working practices to maximise efficiency/effectiveness of role.
- Produce copy/audio typing of correspondence, reports, presentations and spread sheets
- Handle all correspondence, including opening, redirecting, distribution and drafting of replies
- Be responsible for day-to-day diary management, including arranging. Coordinating meetings and resolve conflicting diary appointments.
- To be responsible to produce a weekly diary of designated staff
- To be responsible for preparing and distributing reports, agendas, and associated papers together with photocopying and collating papers as required
- Arrange high level often sensitive meetings as required, ensuring that all concerned are notified of the time, date, and venue of meeting, prepare and circulate agendas and minutes
- Ensuring equipment required for meeting is available. Arrange teleconference as appropriate
- Organise and co-ordinate off site meetings
- Be responsible for drawing up and distributing agendas for meetings and distributing
- correspondence relating to any follow-up actions
- Ensure the team is fully briefed and prepared by having appropriate documentation when attending meetings.
- Maintain a comprehensive, up-to-date, and accurate filing system, including a confident bring forward system.

**Knowledge, Skills and Experience**
- Accurate minute taking skills
- Ability to meet deadlines
- Ability to work on own initiative
- Excellent organisational skills
- Team player
- Understanding of data protection and maintaining strict confidentiality
- Excellent communication skills
- Experience of working in a busy personal assistant or administration environment
- Take appropriate action from messages received and ensure that all information is transmitted to relevant parties
- To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately
- Prioritising and organising own workload in a busy office environment
- Be responsible for the coordination, booking and organisation of clinics, meetings and events ensuring that all relevant documentation is available.
- We are an equal opportunities employer_