Job summary
Divisional Personal Assistant - Women's and Children's
Department: Women's and Children's
Band: 4 £27,485 - £30,162 Per annum, pro rata
Hours: 37.5 per week- 6-month fixed term or secondment.
Are you able to handle confidential and sensitive information and maintain high levels of confidentiality?Are you an Expert in Microsoft Office products, Word, Excel, PowerPoint and Outlook?
If you are passionate about providing administrative support in accordance with agreed standing operating procedures that enables a high quality, effective customer focussed service, we have an exciting opportunity to join our friendly and supportive Associate Director of Operations, the Divisional Director, and the wider Management Team.
You will play a crucial role in maintaining high standards of administrative support and ensuring that anyone contacting the ADO has an experience that is in line with the Trust's values.
The ideal candidate will be liaising with a diverse range of people, internally and externally on behalf of the Trust, ensuring that a professional image of the Trust and the Associate Director of Operations, the Divisional Director, and the wider Management Team.
It is essential to be able to produce clear and detailed minutes for meetings.
If this opportunity aligns with your career aspirations and you would like to apply, please contact Sandra.Neale@mkuh.nhs.uk for further information about the role.
Interview date: 11th November 2025
Main duties of the job
We care We communicate We collaborate We contribute
6.43% of this staff group feel they are supported at work under the 'safe and healthy' element. NHS Staff Survey, 2024.
To provide high quality personal assistant support to the ADO, Divisional Director, and Management Team ensuring that they are fully briefed and prepared for all activities.
To provide administrative support in accordance with agreed standing operating procedures that enables a high quality, effective customer focussed service to be delivered.
To liaise with a wide range of people, internally and externally on behalf of the Trust, ensuring that a professional image of the Trust and the ADO. Divisional Director and Management Team is maintained at all times.
Responsibility for ensuring that anyone contacting the ADO, Divisional Director and Management Team has an experience that is in line with the Trust's values.
About us
Milton Keynes University Hospital, in proud partnership with the University of Buckingham, is a University Teaching Hospital committed to advancing patient care through cutting-edge research and education. With a "Good" rating from the CQC and significant investment underway, this is an exciting time to join our team and grow your career.
As a medium sized general hospital, we provide a full range of general medical and surgical services, including a busy Emergency Department, Maternity, and Paediatrics. As the population of our city and surrounding areas continues to grow rapidly, we are expanding and enhancing our facilities to meet rising demand and improve access to care for all our communities.
We are also proud to offer a growing portfolio of specialist services. In January 2025 we opened our state-of-the-art Radiotherapy Centre, bringing advanced cancer treatment closer to home. Our services also include neonatology, specialist surgical care, and a wide range of diagnostics, supported by the new Community Diagnostic Centre at Whitehouse Health Centre.
Further investment is underway, including the construction of Oak Wards - a new ward block featuring two 24-bed wards - and the recently approved Women and Children's Centre, set to open by 2030.
Visit our website to explore the latest news and opportunities at MKUH - News - Milton Keynes University Hospital -
For further information about Milton Keynes please visit - Visit Milton Keynes
Job description
Job responsibilities
To provide a comprehensive administrative and secretarial support including effective diary management.
To prepare/draft meeting agendas and supporting paperwork ensuring this information is circulated to the relevant individuals in good time. Arrange for speakers, equipment, venues, catering and other appropriate requirements.
To attend meetings and take detailed accurate minutes, initiating action on identified issues as appropriate. To ensure that minutes are produced in accordance with the agreed format, to the required standard of accuracy and distributed as necessary.
To meet and greet visitors and act as the first point of contact, receiving telephone calls, emails and personal callers, responding efficiently and promptly to queries and ensuring that appropriate priority is given to urgent queries/matters. Ensuring at all times to promote a professional and customer-focussed image of the ADO Management Team and the Hospital. Working on own initiative to respond to queries on behalf of the ADO, Divisional Director and Leads for the Departments, liaising with other colleagues as appropriate.
To open, review/redirect, prioritise and action incoming post as appropriate.
To respond to communications including letters, memos and emails on behalf of the ADO Management team, securing sign-off as appropriate.
Please refer to the job description for further details.
Job description
Job responsibilities
To provide a comprehensive administrative and secretarial support including effective diary management.
To prepare/draft meeting agendas and supporting paperwork ensuring this information is circulated to the relevant individuals in good time. Arrange for speakers, equipment, venues, catering and other appropriate requirements.
To attend meetings and take detailed accurate minutes, initiating action on identified issues as appropriate. To ensure that minutes are produced in accordance with the agreed format, to the required standard of accuracy and distributed as necessary.
To meet and greet visitors and act as the first point of contact, receiving telephone calls, emails and personal callers, responding efficiently and promptly to queries and ensuring that appropriate priority is given to urgent queries/matters. Ensuring at all times to promote a professional and customer-focussed image of the ADO Management Team and the Hospital. Working on own initiative to respond to queries on behalf of the ADO, Divisional Director and Leads for the Departments, liaising with other colleagues as appropriate.
To open, review/redirect, prioritise and action incoming post as appropriate.
To respond to communications including letters, memos and emails on behalf of the ADO Management team, securing sign-off as appropriate.
Please refer to the job description for further details.
Person Specification
Qualifications and knowledge
Essential
- GCSE at grade C or equivalent in Maths and English.
- Degree level or equivalent vocational qualification or extensive experience in business administration
Experience
Essential
- Expert in Microsoft Office products - Word, Excel, PowerPoint, Outlook.
- Able to handle confidential and sensitive information and maintain high levels of confidentiality.
- Able to produce clear and detailed minutes of meetings.
- Able to stimulate and support an open and inclusive working environment where integrity and respect are evident and highly valued.
- Able to implement service improvement plans.
- Able to participate in programmes of change, both departmentally and on a broader organisational setting, generating ideas and innovative ways of working.
- Able to multi-task whilst maintaining high levels of attention to detail.
- Ability to maintain clear focus under pressure .
- Demonstrate a fair and consistent approach.
- Ability to investigate issues and problems and to propose solutions or resolutions.
- Excellent time management skills.
Personal and people development
Essential
- Demonstrates a fair and consistent approach to work and relationships.
- Confident and assertive but approachable.
- Flexible and proactive approach to work.
- Adaptability - especially in a changing environment.
- Professional demeanour.
- Discreet and confidential.
- Sets high personal standards.
- Is respected by others.
- Displays a 'can do' attitude.
- Works as part of a team.
- Ability to think methodically.
- Problem solver.
Communication
Essential
- High level communication skills with the ability to use a variety of mediums, communicating complex and/or sensitive information in a variety of situations including external organisations, stakeholders and members of the public.
- Excellent telephone manner.
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations if required.
Person Specification
Qualifications and knowledge
Essential
- GCSE at grade C or equivalent in Maths and English.
- Degree level or equivalent vocational qualification or extensive experience in business administration
Experience
Essential
- Expert in Microsoft Office products - Word, Excel, PowerPoint, Outlook.
- Able to handle confidential and sensitive information and maintain high levels of confidentiality.
- Able to produce clear and detailed minutes of meetings.
- Able to stimulate and support an open and inclusive working environment where integrity and respect are evident and highly valued.
- Able to implement service improvement plans.
- Able to participate in programmes of change, both departmentally and on a broader organisational setting, generating ideas and innovative ways of working.
- Able to multi-task whilst maintaining high levels of attention to detail.
- Ability to maintain clear focus under pressure .
- Demonstrate a fair and consistent approach.
- Ability to investigate issues and problems and to propose solutions or resolutions.
- Excellent time management skills.
Personal and people development
Essential
- Demonstrates a fair and consistent approach to work and relationships.
- Confident and assertive but approachable.
- Flexible and proactive approach to work.
- Adaptability - especially in a changing environment.
- Professional demeanour.
- Discreet and confidential.
- Sets high personal standards.
- Is respected by others.
- Displays a 'can do' attitude.
- Works as part of a team.
- Ability to think methodically.
- Problem solver.
Communication
Essential
- High level communication skills with the ability to use a variety of mediums, communicating complex and/or sensitive information in a variety of situations including external organisations, stakeholders and members of the public.
- Excellent telephone manner.
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations if required.
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.
