Job summary
An exciting opportunity has arisen within the Medicine and Emergency Care Board for Personal Assistant who will support the Clinical Board Chair, Director of Operations and Management Team.
We are looking for a dynamic individual with excellent administrative skills, IT skills and effective communication to support the Management Team.
- Interview Date: 30 May 2025
- 37 hours 30 minutes/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
NO AGENCIES PLEASE
Main duties of the job
The post holder we are looking for will have extensive previous experience in a secretarial and or administrative role including delivering a high-quality administrative service, effectively managing competing demands for a variety of stakeholders and acting as the first point of contact for queries in the the management team and ensuring they are dealt with effectively and efficiently.
- Acting as the first point of contact for the team, arranging meetings, taking minutes and dealing with other services to Board level across the Trust.
- Maintain appointment diaries for members of the Board Management Team.
- Maintain confidentiality of all information that comes across the desk of the Personal Assistant.
About us
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
o Freeman Hospitalo Royal Victoria Infirmary (RVI)o Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)o Newcastle Dental Hospitalo Newcastle Fertility Centreo Northern Centre for Cancer Care, North Cumbriao Northern Genetics Serviceo Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
- Provide secretarial and clerical support primarily to the Director of Operations, Clinical Board Chair as well as other senior members of the team.
- Provide a comprehensive efficient and effective administration and clerical service to the Medicine and Emergency Care Clinical Board. Responsibilities.
- Contributes to the efficient running of the department/directorate providing personal administration support to the Director of Operations, Clinical Board Chair and senior members of the team.
- To provide a full administrative service to the Directorate Management meetings, including organisation, drafting agendas, as well as attending/taking minutes.
- Providing high quality administrative support across the directorate as required to ensure the directorate meets its objectives.
- To co-ordinate and maintain an efficient administration process for the handling of complaints coming into the department.
- Responsibility and co-ordination for Patient Advice and Liaison Service (PALS) queries for the Directorate, co-ordinating, assisting and organising actions and responses.
- Ensuring systems filing is managed in an efficient and timely fashion
- To deal with enquiries in an effective and efficient manner and to collaborate with members of the Executive team, medical, nursing, pharmacy, laboratory and other staff in the maintenance of effective communications.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
- Provide secretarial and clerical support primarily to the Director of Operations, Clinical Board Chair as well as other senior members of the team.
- Provide a comprehensive efficient and effective administration and clerical service to the Medicine and Emergency Care Clinical Board. Responsibilities.
- Contributes to the efficient running of the department/directorate providing personal administration support to the Director of Operations, Clinical Board Chair and senior members of the team.
- To provide a full administrative service to the Directorate Management meetings, including organisation, drafting agendas, as well as attending/taking minutes.
- Providing high quality administrative support across the directorate as required to ensure the directorate meets its objectives.
- To co-ordinate and maintain an efficient administration process for the handling of complaints coming into the department.
- Responsibility and co-ordination for Patient Advice and Liaison Service (PALS) queries for the Directorate, co-ordinating, assisting and organising actions and responses.
- Ensuring systems filing is managed in an efficient and timely fashion
- To deal with enquiries in an effective and efficient manner and to collaborate with members of the Executive team, medical, nursing, pharmacy, laboratory and other staff in the maintenance of effective communications.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
Qualifications & Education
Essential
- ECDL, RSA 3 or equivalent IT Skills to include office software packages
- English Language GCSE Grade 4 (or equivalent) or above
Knowledge & Experience
Essential
- Extensive previous experience in a secretarial and or administrative role including delivering a high-quality administrative service, effectively managing competing demands from a variety of stakeholders and acting as the first point of contact for queries into the team ensuring they are dealt with effectively and efficiently
- Acting as the first point of contact for the team, arranging meetings, responding to a wide range of queries and dealing effectively with the public
Desirable
- Experience of minuting meetings Experience of administration or secretarial support within the NHS
- Knowledge of NHS working practices
Skills & Abilities
Essential
- Excellent communication and interpersonal skills - able to communicate across a multi-disciplinary team
- Excellent organisational skills and the ability to prioritise tasks
Values I Behavioural I Attitudes
Essential
- Must be approachable and diplomatic
Person Specification
Qualifications & Education
Essential
- ECDL, RSA 3 or equivalent IT Skills to include office software packages
- English Language GCSE Grade 4 (or equivalent) or above
Knowledge & Experience
Essential
- Extensive previous experience in a secretarial and or administrative role including delivering a high-quality administrative service, effectively managing competing demands from a variety of stakeholders and acting as the first point of contact for queries into the team ensuring they are dealt with effectively and efficiently
- Acting as the first point of contact for the team, arranging meetings, responding to a wide range of queries and dealing effectively with the public
Desirable
- Experience of minuting meetings Experience of administration or secretarial support within the NHS
- Knowledge of NHS working practices
Skills & Abilities
Essential
- Excellent communication and interpersonal skills - able to communicate across a multi-disciplinary team
- Excellent organisational skills and the ability to prioritise tasks
Values I Behavioural I Attitudes
Essential
- Must be approachable and diplomatic
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
