Personal Assistant
1 week ago
**Personal Assistant**
**Location**: Liverpool
**Job Type**: Temporary
**Duration of booking**: Expected to be 1 month, could potentially be longer
**Proposed start date**: ASAP
**Sector**: Healthcare
**Base**:Hospital
**Band**: 4
**Pay Rates**:
£11 - £12 paye per hour
£12 - £13 paye inclusive of holiday pay per hour
£13 - £14 umbrella pay per hour
**Working Days and Hours**:Monday to Friday 08:30 - 5:00pm, 37.5 hours per week
**Remote working option Info**: An option
**Job Summary**
The post holder is expected to work flexibly to ensure that high quality personal assistant support is provided at all times, enabling the Divisional Senior Management Teams to function effectively, providing a positive and efficient service to the FamilyHealth Division, Gynaecology & Fertility Division and Clinical Support Services Division. The post holder will work as a Team of 2 Personal Assistants, providing PA support to the 3 Divisions.
**Duties**
- Provide a professional Divisional personal assistant service to an agreed set of Senior Managers and Clinicians within the Triumvirate Structure
- To work autonomously in the absence of Divisional Senior Management Team members.
- Establish excellent working relationships with the clinical, administrative, management and all staff that you come into contact with on a daily basis.
- Use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent / important and unpredictable issues ensuring a high quality administrativeservice. Maintain effective communication networks at all levels across the organisation and to facilitate the effective function of the Divisional Senior Management Team.
- Identify, draft and type all routine and ad hoc correspondence and reports, on behalf of the Divisional Senior Management Team.
- Redirect and coordinate tasks delegated to other members of the department on behalf of the Divisional Senior Management Team.
- Undertake detailed and / or specialist project work on behalf of the Divisional Senior Management Team.
- Manage the meeting process, preparing agendas, take, produce and circulate accurate minutes of meetings in a timely manner.
- Manage and coordinate functions, such as seminars, conferences and workshops associated with the work of the Divisional Senior Management Team.
- Arrange travel and accommodation needs in support of hospital business (i.e. attendance at meetings/conferences/training etc), as required for all Divisional Staff within the divisions.
- Maintain an awareness of current issues within the Trust ensuring that key personnel receive appropriate and timely communication.
- Create and design visual aids / presentations on behalf of the Divisional Senior Management Team.
- Exchange confidential sensitive or contentious information both internally and externally with senior managers / clinical staff, maintaining confidentiality at all times.
- Develop and maintain an effective filing system and bring forward system on behalf of the Divisional Senior Management Team.
- To update and maintain personnel files, including completion of personnel and payroll documentation.
- Manage orders, requisitions and invoices using appropriate systems and communicating with procurement and finance colleagues as appropriate.
- Meet and greet visitors on behalf of the Senior Management Team to ensure visitors are received and welcomed to the department on behalf of the Division.
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