Personal Assistant

1 week ago

Whitley Bay, United Kingdom Northumbria Healthcare - NHFM (Northumbria Healthcare Facilities Management) Full time

An opportunity has arisen for a highly motivated Personal Assistant who will provide efficient and effective business support to the Managing Director and NHFM Senior Management team including efficient diary management and co-ordination, preparation and arranging of meetings, minute taking and post meeting follow-up actions.
- Provide information, assistance and advice to the Managing Director and Senior Management team and wider team as appropriate
- Transcribe minutes of key meetings in a timely and accurate manner.
- Maintain action records of key meetings, sharing actions as appropriate and in a timely manner.
- Organise and produce reports, papers, presentations and other similar documentation in accordance with organisational timeframes.
- Provide effective diary management for the Managing Director and Senior Managers and the team, ensuring that appointments are planned and coordinated, and run to schedule.
- Use independent judgement to prioritise the high-level competing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities or project plans.
- Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively.
- Understand, highlight and document activities risks, issues and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly.
- To line manage the reception and portering staff within Conference Centre team
- The post holder may be required to travel across sites for the purpose of attendance at meetings.

Do you want to work for an innovative organisation? An organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients? You can live and breathe in an area that has the cleanest air, cost effective living, great nightlife, some of the best schools with a wealth of history available on your doorstep. Sound too good to be true? Well it isn’t, this is what you get when you work for Northumbria Healthcare Facilities Management (NHFM).

NHFM is a wholly owned subsidiary of Northumbria Healthcare NHS Foundation Trust. Established in 2012 and provides specialist project management services for large and small capital developments, estates maintenance and a full range of facilities services. The successful applicant will be an employee of the subsidiary organisation and not Northumbria Healthcare NHS Foundation Trust.

To provide comprehensive secretarial service and administrative support to the senior management team, which comprises of Deputy Directors and Heads of Service within NHFM.

To be responsible for the overall administration of a number of key meeting’s including preparation of agendas, supporting papers, taking minutes and managing response to actions.

Responsible for managing and maintaining the effective administration systems to enable the efficient running of the management office.

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