Administration Assistant - Medicine and Emergency Care

Job summary

This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust

To provide comprehensive personal assistance support to Deputy Associate Chief Operating Officers and Deputy Associate Chief Nursing Officers within the Medicine and Emergency Care Group, to include diary management and general administration duties.

To provide effective communication links between all service users including outside organisations / agencies.

To provide secretarial support to various committees and forums including the co-ordination of the meetings, preparing paperwork, taking minutes/actions using Copilot on teams, and following up actions accordingly as directed by the Directorate Managers.

To be responsible for collating and maintaining information that is required by the Directorates in its day-to-day business using the Trust systems and produce reports as required.

Main duties of the job

To provide secretarial support to the Deputy Associate Chief Operating Officers and Deputy Associate Chief Nursing Officers.

To be a point of contact along with the Care Group PA for members of the Directorate Management Team and filter enquiries as appropriate.

Preparing correspondence / reports / presentations as required utilising the applications in Microsoft Office, i.e. Word, Excel, PowerPoint & Microsoft coPilot

To maintain the diaries as directed, arranging appointments where necessary and operating a bring forward and task reminder system.

To provide administration support for key Directorate meetings and any ad hoc meetings including co-ordinating diaries, the booking of rooms, if required, / facilities, preparing agendas and other associated paperwork, taking minutes, using Copilot on teams, and ensuring follow up actions are undertaken.

Support the Care Group PA with the submission of monthly WLI expenditure data set for the Care Group.

Receive, prioritise and action incoming correspondence / emails for Deputies, taking preparatory action as required. Ensure efficient distribution of outgoing correspondence accordingly.

Receive and action telephone calls, prioritising messages and initiating actions as appropriate, including formulating letters and preparing documentation.

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.

Details

• Date posted: 08 June 2026
• Pay scheme: Agenda for change
• Band: Band 4
• Salary: £28,392 to £31,157 a year
• Contract: Fixed term
• Duration: 12 months
• Working pattern: Full-time, Flexible working
• Reference number: C9365-26-0443-S1
• Job locations: Charles Hastings Way, Worcester, Worcestershire, WR5 1DD, United Kingdom

Job responsibilities

To provide comprehensive personal assistance support to Deputy Associate Chief Operating Officers and Deputy Associate Chief Nursing Officers within the Medicine and Emergency Care Group, to include diary management and general administration duties.

To provide effective communication links between all service users including outside organisations / agencies.

To provide secretarial support to various committees and forums including the co-ordination of the meetings, preparing paperwork, taking minutes/actions using Copilot on teams, and following up actions accordingly as directed by the Directorate Managers.

To be responsible for collating and maintaining information that is required by the Directorates in its day-to-day business using the Trust systems and produce reports as required.

KEY WORKING RELATIONSHIPS

Internal

Medicine and Emergency Care Group

Deputy Associate Chief Operating Officers

Deputy Associate Chief Nursing Officers

Directorate Managers / Directorate Support Managers

Consultants / Medical Staff

Departmental and Medical Secretaries

Matrons, Ward Managers and Specialist Nurses

Clinical Governance and Risk Management personnel

Service users both internal and external

Finance Managers and Team

Human Resources Team

External

Other Hospitals and providers

Patients and their relatives

CCGs

Commissioning Group personnel

Primary Care / Community staff

Patients, Relatives and Carers

DIMENSIONS

The post-holder has no budgetary responsibility.

RISK ASSESSMENT

Works with display screen equipment for prolonged periods Involves some manual handling activities

KEY DUTIES AND RESPONSIBILITIES

General

To provide secretarial support to the Deputy Associate Chief Operating Officers and Deputy Associate Chief Nursing Officers.

To be a point of contact along with the Care Group PA for members of the Directorate Management Team and filter enquiries as appropriate.

Preparing correspondence / reports / presentations as required utilising the applications in Microsoft Office, i.e. Word, Excel, PowerPoint & Microsoft coPilot

To maintain the diaries as directed, arranging appointments where necessary and operating a bring forward and task reminder system.

To provide administration support for key Directorate meetings and any ad hoc meetings including co-ordinating diaries, the booking of rooms, if required, / facilities, preparing agendas and other associated paperwork, taking minutes, using Copilot on teams, and ensuring follow up actions are undertaken.

Support the Care Group PA with the submission of monthly WLI expenditure data set for the Care Group.

Receive, prioritise and action incoming correspondence / emails for Deputies, taking preparatory action as required. Ensure efficient distribution of outgoing correspondence accordingly.

Receive and action telephone calls, prioritising messages and initiating actions as appropriate, including formulating letters and preparing documentation.

Assist in establishing and maintaining comprehensive filing / electronic filing for the Directorate Management Team. To include the destruction of old records in accordance with Trust Policy and guidelines.

In liaison with the Care Group PA manage your own workload, prioritising tasks as appropriate to meet service needs.

To work with the Management Team, where required, to co-ordinate complaints received by the Directorate and assist in formulating responses within the agreed timescales; liaise with patients / relatives when meetings are required and provide a weekly update regarding outstanding complaints.

Undertake and assist in project work as directed.

To collate information as required for the production of specialty reports and present as appropriate using Microsoft PowerPoint, Excel etc.

Maintain stationery stock reordering as required via the Trusts electronic procurement system (IPROC).

Personnel

In conjunction with the Care Group PA, maintain personnel records for the team and ensure the electronic staff record (ESR) system is updated including sickness records and preparing return to work documentation for managers and provide reports as required.

In conjunction with the Care Group PA, maintain Personal Development Review (PDR) records and mandatory training for the Directorate Management Team ensuring these are carried out when required and update ESR accordingly.

To support to the Directorate Management Team as required in the recruitment of staff for the Directorate in line with Trust Policy via NHS Jobs throughout the process until commencement in post.

Professional / Personal Development

Undertake mandatory and local training.

Ensure that personal objectives, training and development plans are discussed with your line manager as part of the personal development review (PDR) process.