To provide high-level PA and secretarial support to the Medicine and Emergency Care Senior Management Team including the Divisional Director of Operations, Divisional Director of Nursing and Divisional Medical Director. 

As well as providing excellent personal assistance and secretarial support, you will be asked to provide project support and write reports, liaise with a broad range of professionals internally and externally. You will be required to deal with telephone enquiries and relay messages prioritising and taking action where appropriate. 

You will provide comprehensive diary management and review and action emails on behalf of the senior leadership team. You will also be required to take minutes of meetings, creating action logs, communication of actions and support in completing outstanding actions for the Senior Team. You will need to be professional, organised, proactive and able to work independently and with autonomy. Strong communication skills and experience as a Personal Assistant are essential

PA to 4 Medical Divisional Directors

Job Type: Temporary

Sector: Healthcare 

Duration: Expected to last up to 3 months    

Location: Shrewsbury

Travel: Cross site travel

Remote Working: Not an option

Band: 4

Pay Rates: 

£12.50 - £13.80 paye inclusive of holiday

Depending on skill and experience 

Working Days and Hours: We are looking for 37.5 hours per week

Job Summary 

The post holder provides a professional and confidential administrative and secretarial service for the Divisional Director of Operations, Deputy Divisional Director of Operations, Divisional Director of Nursing and Divisional Medical Director. 

The post holder will work with administrative colleagues within the Division, as well as corporately with all Trust employees, to assist the Divisional Director of Operations, Deputy Divisional Director of Operations, Divisional Director of Nursing and Divisional Medical Director in delivering the Trust’s overall strategic objectives. 

The post holder works autonomously within defined policies and procedures, although advice is available.

Duties

• To provide timely, consistent and appropriate advice and support for managers on a range of employee relations matters (specifically, disciplinary, grievance, sickness absence and attendance, capability, dignity at work and more)
• To support investigations relating to disciplinary, grievance or dignity at work cases and support with the completion Acts as a first point of contact for the Divisional Director of Operations, Deputy Divisional Director of Operations, Divisional Director of Nursing and Divisional Medical Director, dealing with staff of all levels inside and outside the Trust. 
• Diary management on behalf of the Divisional Director of Operations, Deputy Divisional Director of Operations, Divisional Director of Nursing and Divisional Medical Director, including resolution of conflicting diary appointments. 
• Prioritisation and delegation of incoming mail and telephone calls. 
• Organisation of meetings, conferences, presentations, workshops and training events, including arranging external speakers, booking venues and all associated administration. 
• Organisation of patient, carer or public meetings on behalf of the Divisional Director of Operations, Deputy Divisional Director of Operations, Divisional Director of Nursing and Divisional Medical Director. 
• Provision of suitable travel and accommodation arrangements for the Divisional Director of Operations, Deputy Divisional Director of Operations, Divisional Director of Nursing and Divisional Medical Director and other staff on an ad hoc basis. 
• Minute taking and transcription of formal meetings on behalf of the Divisional Director of Operations, Deputy Divisional Director of Operations, Divisional Director of Nursing and Divisional Medical Director. 
• Creation of databases and/or spreadsheets. 
• Preparation, typing and distribution of correspondence, reports and ad hoc papers to support the work of the Divisional Director of Operations, Deputy Divisional Director of Operations, Divisional Director of Nursing and Divisional Medical Director and Division. 
• Implementation of relevant office policies and procedures, suggesting changes as appropriate. 
• Management of office systems, including a Bring Forward system for meeting papers and pending items. 
• Responsibility for maintaining storage and retrieval systems (paper or electronic) on behalf of the Divisional Director of Operations, Deputy Divisional Director of Operations, Divisional Director of Nursing and Divisional Medical Director or for other Divisional requirements. 
• Demonstration of own responsibilities to new or less experienced members of staff. 

Qualifications, Skills and Experience 

• NVQ 3 or Equivalent qualification or experience 
• Evidence of a commitment to continuous professional development
• Proven experience and ability to provide secretarial support to a manager 
• Ability to hit targets 
• Experience of team supervision 
• Successful management of number of projects
• Ability to deal with confidential and occasionally complex and sensitive matters 
• Ability to supervise staff to deliver objectives and targets 
• Manager Workload effectively 
• Excellent Keyboard skills 
• Ability to travel cross site. 

Questions

Do you have previous experience working as PA to Divisional Director within the NHS or Healthcare?

Do you have experience working as PA to Divisional Director?

Do you have extensive knowledge and experience of diary management?

Do you have experience typing and distribution of correspondence, reports and ad hoc papers?

Do you meet the criteria above and available to start immediately?