Lancashire Teaching Hospitals NHS Foundation Trust

Divisional Personal Assistant

This job is now closed

Job summary

Your wealth of experience, knowledge and skills will really help you provide direct secretarial and administration support to the leaders in our Medicine Division - or as we like to call them: Rachel, Jackie, Mark, Kelly and Michael.

Having someone organised, diligent, motivated, resourceful and effective supporting our leadership team certainly makes a massive difference within our hospitals - indeed, we cannot do without you!

Ensuring the effective production of documentation, accurate note taking in meetings and a lovely experience for our customers will be a fundamental part of your role. You'll proactively manage diaries, organise meetings, collate and distribute agendas items and take notes. Your highly motivated and experienced approach will stand you in good stead, as will your accuracy and efficiency.

You will be so appreciated for the work you do - forming part of our valuable team and we'll look after you just as much as you look after us.

It's always daunting starting a new role, so we'll make sure you have a good induction and will soon feel comfortable in the role and alongside all your fab colleagues you will be able to see the difference you are making.

So if you have excellent organisational ability, are flexible and able to work on your own initiative in resolving problems as they arise and have a consistently high professional approach to work....this job is definitely for you and we look forward to meeting you at the interviews!

Main duties of the job

It goes without saying that you'll have all the skills we're looking for. In fact, we're pretty sure you'll be able to teach us a thing or two along the way.

Based in the heart of Preston Hospital, you'll use your well-honed MSOffice skills every day in the production of notes, documents, letters, spreadsheets and emails. Your efficient and effective style ensuring these are always done to the highest standard - even when you are juggling multiple priorities.

Communication will be your master skill - whether that's in writing or verbally, your effective approach to ensuring information is communicated accurately and timely will be second to none.

Your excellent organisational skills, flexibility and ability to work on your own to resolve problems when they arise will be so appreciated. Your unflappable style will see you able to handle any situations that arise with ease and calmness.

Our teams will rely on you and you'll certainly rise to the challenge.

Used to working unsupervised, your skills will see you working to a very high standard at all times maintaining a professional image.

So - what's in it for you? Well you will join an established team who all support each other every step of the way, there will be opportunities to develop your skills and undertake additional training to learn as much as you want. We have supportive managers who want to help you be your best and the leaders you support are all really approachable and supportive too.

About us

We have 10000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.

Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.

You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.

You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.

Want to know more? Just contact Michelle.wareham@lthtr.nhs.uk who would love to have a chat with you about the role.

Date posted

13 June 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum, pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

438-PB1797

Job locations

Royal Preston Hospital

Sharoe Green Lane

Preston

PR2 9HT

Job description

Job responsibilities

Lancashire Teaching Hospitals NHS Foundation Trust provides hospital services to 370,000 people in the Preston and Chorley area as well as Specialist care to 1.5 million people across Lancashire and Cumbria.

The Medicine Division has a diverse portfolio of services across the two main hospital sites ;

Gastroenterology
Cardiology
Diabetes & Endocrinology
Stroke
Elderly/Frailty
Neurology
Renal
Neurosciences
Respiratory
Palliative Medicine
Emergency Medicine

Duties to include, but not be limited to:

Provide direct secretarial and administration support to the Divisional management Team and the wider team.
The role includes proactively management of diary and ensuring effective scheduling of appointments.
Organise meetings in a timely manner, including venues, ensuring that all relevant documentation and information is forwarded in advance.
Act as a minute secretary for meetings, some of which may cover complex discussions and actions.
Act as first point of contact for all internal and external to deal with all forms of enquiries (visitors/telephone/face to face/correspondence) in a competent and professional manner, maintaining a professional image appropriate to the role and creating a positive image of the organisation. Communicate effectively with external agencies and visitors to the Trust.
Screening telephone calls using own initiative, analysis of information provided before responding appropriately or referring to the most appropriate manager.
Maintain an up to date, effective electronic and paper filing system.
Ensure any confidential and sensitive data is appropriately managed, archived and stored securely.
Have an up to date knowledge and experience of Microsoft 365 including MS Teams, Word, Excel and Powerpoint and use of email and internet.
Personal Development opportunities are maximised in relation to the administration role and mandatory training undertaken as required.

Job description

Job responsibilities

The Medicine Division has a diverse portfolio of services across the two main hospital sites ;

Gastroenterology
Cardiology
Diabetes & Endocrinology
Stroke
Elderly/Frailty
Neurology
Renal
Neurosciences
Respiratory
Palliative Medicine
Emergency Medicine

Duties to include, but not be limited to:

Provide direct secretarial and administration support to the Divisional management Team and the wider team.
The role includes proactively management of diary and ensuring effective scheduling of appointments.
Organise meetings in a timely manner, including venues, ensuring that all relevant documentation and information is forwarded in advance.
Act as a minute secretary for meetings, some of which may cover complex discussions and actions.
Act as first point of contact for all internal and external to deal with all forms of enquiries (visitors/telephone/face to face/correspondence) in a competent and professional manner, maintaining a professional image appropriate to the role and creating a positive image of the organisation. Communicate effectively with external agencies and visitors to the Trust.
Screening telephone calls using own initiative, analysis of information provided before responding appropriately or referring to the most appropriate manager.
Maintain an up to date, effective electronic and paper filing system.
Ensure any confidential and sensitive data is appropriately managed, archived and stored securely.
Have an up to date knowledge and experience of Microsoft 365 including MS Teams, Word, Excel and Powerpoint and use of email and internet.
Personal Development opportunities are maximised in relation to the administration role and mandatory training undertaken as required.

Person Specification

Qualifications & Education

Essential

Good General Education to GCSE standard or equivalent
ECDL or equivalent experience

Knowledge & Experience

Essential

Significant previous PA experience
Excellent organisational and time management skills
Experience of producing agenda's and minutes
Experience of diary management
Experience of team working and a proactive and positive approach

Person Specification

Qualifications & Education

Essential

Good General Education to GCSE standard or equivalent
ECDL or equivalent experience

Knowledge & Experience

Essential

Significant previous PA experience
Excellent organisational and time management skills
Experience of producing agenda's and minutes
Experience of diary management
Experience of team working and a proactive and positive approach

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.

Employer details

Employer name

Lancashire Teaching Hospitals NHS Foundation Trust

Address

Royal Preston Hospital

Sharoe Green Lane

Preston

PR2 9HT

Employer's website

https://www.lancsteachinghospitals.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Lancashire Teaching Hospitals NHS Foundation Trust

Address

Royal Preston Hospital

Sharoe Green Lane

Preston

PR2 9HT

Employer's website

https://www.lancsteachinghospitals.nhs.uk/ (Opens in a new tab)