Personal Assistant / Administrator - Women's Services Management Team

Personal Assistant / Administrator - Women's Services Management Team

Job description

Job summary

To ensure the smooth operation of the assigned Women's Management Team (WMT) and Cervical Screening Provider lead (CSPL) working commitments by providing a highly effective liaison service within the Women service, division, other Trust departments and with a wide range of external bodies and individuals.

Main duties of the job

Pro-actively manage the WMT & CSPL diary and activities, using Microsoft Outlook, by balancing pressures and competing priorities, anticipating and planning future activity.

Deal proactively with telephone calls and using judgment to determine priority and importance of the issue, including sensitive, confidential and patient related matters, and refer on as appropriate.







Liaise with external organisations and agencies as necessary to ensure the WMT & CSPL diary and preparation requirements are clear and any conflicts are managed without routine reference to the WMT & CSPL.

Attend formal meetings to take and transcribe minutes, preparing and promptly issuing agendas and minutes, action trackers and undertaking any follow up actions delegated as a result of meetings.

Progress the completion of actions prior to the next meeting to agreed, efficient and effective standards.

Manage incoming and outgoing electronic and paper correspondence, acknowledging letters and drafting replies on behalf of the WMT & CSPL in an effective, efficient and timely manner, using initiative, discretion and sensitivity, upholding confidentiality as necessary.

In conjunction with appropriate staff, investigate and deal with complaints specific to the WMT & CSPL offices, both written and verbal and to ensure accurate records are kept.

About us

London North West University Healthcare NHS Trust (LNWH)





cares for the people of Brent, Ealing, Harrow and beyond.

Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.

We run major acute services at :

- Northwick Park Hospital : home to one of the busiest emergency departments (A&E;) in the country. The hospital provides a full range of services including the country's top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK
- St Mark's Hospital : an internationally renowned specialist centre for bowel disease
- Ealing Hospital : a busy district general hospital providing a range of clinical services, as well as 24 / 7 emergency department and urgent care centre, and specialist care at Meadow House Hospice
- Central Middlesex Hospital : our planned care site,





hosting a range of surgical and outpatient services and collocated with an urgent care centre.

Job description

Job responsibilities

To view the main responsibility, please see the attached the Job Description and Person Specification.

Person Specification

Education / Qualifications

Essential

- Educated to degree level or evidence of equivalent level of ability, considerable experience of working within NHS environment with knowledge of a full range of administrative and organisational procedures.
- Advanced typing and / or secretarial course (60+wpm)
- Diploma or secretarial qualification or equivalent Business Administration Qualification

Desirable

AMSPAR

Knowledge & Experience

Essential







- A professional Secretary / PA at a senior level with a minimum of 3 years' experience in a large complex organisation.
- High level of IT skills with MS Office (including Excel, PowerPoint, Word) and Outlook (or similar application).
- Experience and understanding of dealing with confidential and sensitive matters, both patient and staff related
- Extensive minute taking experience
- Office management experience including development and maintenance of systems and processes

Desirable

- Able to set up and use databases
- Audio typing
- Experience of working with NHS stakeholders
- Budget management
- Experience in Cerner

Skills, Abilities and Attributes

Essential

- Excellent administration and organisation skills, particularly diary management
- Good time management.
- Drafting reports and presentations






- Ability to assist in the development and administration / management of projects
- Ability to work to tight and conflicting deadlines
- Leadership skills

▶️ Personal Assistant / Administrator - Women's Services Management Team
🖊️ London North West University Healthcare NHS Trust
📍 Harrow