Royal Free London NHS Foundation Trust

Personal Assistant - Maternity Services

The closing date is 20 July 2025

Job summary

We are seeking a highly motivated, enthusiastic, flexible, conscientious, and kind individual to join our service as a Personal Assistant (PA). The role of an PA is to provide a comprehensive and effective administrative service to support the smooth and efficient running of the Obstetrics & Gynae department. This will include arrangement of meetings, supporting with procurement and working closely with matrons, midwives, adim staff to engage in a full range of admin duties, dealing with telephone and face to face queries in a professional and courteous manner. The post holder will be expected to work independently using their own initiative to ensure daily tasks and on-going responsibilities are prioritised and completed within agreed timeframes. The key requirements of this interesting and busy post are good administrative standards and use of own initiative to manage their workload.

Main duties of the job

This role will act as the first point of contact for any communication/correspondence relevant to the Associate Director of Midwifery and Service Manager, carry out diary management, organisation of events and meetings, preparing and formatting documents and presentations to a high standard, order supplies and carry out system updates which include recording absence and payroll changes.

Post holder will need to have good communication skills and will be responsive to the needs of the service. You will be a point of contact for patients, speciality teams and other departments for all enquiries relating to patient admissions or care.

About us

North Mid is part of North Central London integrated care system - consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS's, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.

We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George's University Grenada, and for nursing and midwifery students from Middlesex and City Universities.

Take a tour of our hospital here

Date posted

04 July 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£31,081 to £33,665 a year Per Annum Inclusive of HCAS

Contract

Fixed term

Duration

9 months

Working pattern

Full-time

Reference number

391-NMUH-7230953

Job locations

North Middlesex University Hospital

Sterling Way

London

N18 1QX

Job description

Job responsibilities

1. COMMUNICATION AND WORKING RELATIONSHIPS

To communicate effectively at all levels across the Trust and with other external

stakeholders on a wide range of issues. This will involve using tact and diplomacy and seeking guidance from team members where necessary, promoting a professional corporate image at all times.

To deal effectively with queries, ensuring a prompt, accurate and polite response, acting on own initiative and deciding appropriate action as necessary.

2. MAIN TASKS

a) Support for meetings:

To organise and provide administrative support for meetings, steering groups, forums and networks. This includes the ability to take comprehensive minutes, accurately record actions and to ensure that actions are progressed and reported back in a timely manner.

To produce and circulate agendas and other relevant paperwork for meetings to the required timescales.

Booking and preparing venues, travel arrangements, refreshments, and catering as appropriate.

To assist in engagement events planning and preparation and ensuring funds are paid in time.

b) To carry out a full range of administrative duties including:

Managing diaries in a proactive manner to make maximum use of time, prioritising and rescheduling items as necessary including allowing time for travel and desk work. Ensuring all participants at meetings are kept informed about any changes to these.

Using standard MS Office software and Microsoft Teams to create and update documents to a high standard, including the creation of presentations, charts, graphs and tables. Checking reports and other documents to ensure these are of a high standard of content and presentation.

Act as the main contact for the Associate Director of Midwifery and Service Manager. Responding directly to queries and requests action on own initiative, using tact and discretion where necessary to decide how best to action calls, emails and other correspondence, referring to Manager(s) as appropriate.

Operating a comprehensive bring forward system to assist staff to manage their workload in a timely manner, prioritising and allocating tasks and chasing responses on actions where necessary, without prompting or reminding.

To record annual leave, sickness and payroll changes as directed/approved by Associate Director of Midwifery or Service Manager.

Adding vacancies to the electronic recruitment system and assist in recruitment process as advised by Associate Director of Midwifery or Service Manager.

Where appropriate within the Service(s), provide training, guidance and induction to band 2 and band 3 administrative support staff.

To receive and welcome visitors and calss in courteous manner, in lin with the Trusts values.

Writes and regulary reviews and communicates administrative procedures by attending staff meetings and through group email briefings. Makes judgements and advises others on compliance with procedures where there is any ambiguity.

c) Budget and Finance related duties

To deal with invoices and requisitions including scoping best product and value for money.

A comprehensive understanding of PECOS procurement process.