Personal Assistant

Job overview

An exciting opportunity has arisen within the Medicine and Emergency Care Board for Personal Assistant  who will support the Clinical Board Chair, Director of Operations and Management Team.

We are looking for a dynamic individual with excellent administrative skills, IT skills and effective communication to support the Management Team.

• Interview Date: 30 May 2025
• 37 hours 30 minutes/week
• You will be redirected to Trac to apply for the vacancy.  Please expand the job details section and read all of the information before applying for the vacancy.

NO AGENCIES PLEASE

Main duties of the job

The post holder we are looking for will have extensive previous experience in a secretarial and or administrative role including delivering a high-quality administrative service, effectively managing competing demands for a variety of stakeholders and acting as the first point of contact for queries in the the management team and ensuring they are dealt with effectively and efficiently.

• Acting as the first point of contact for the team, arranging meetings, taking minutes and dealing with other services to Board level across the Trust.
• Maintain appointment diaries for members of the Board Management Team.
• Maintain confidentiality of all information that comes across the desk of the Personal Assistant.

Detailed job description and main responsibilities

• Provide secretarial and clerical support primarily to the Director of Operations, Clinical Board Chair as well as other senior members of the team.
• Provide a comprehensive efficient and effective administration and clerical service to the Medicine and Emergency Care Clinical Board. Responsibilities.
• Contributes to the efficient running of the department/directorate providing personal administration support to the Director of Operations, Clinical Board Chair and senior members of the team.
• To provide a full administrative service to the Directorate Management meetings, including organisation, drafting agendas, as well as attending/taking minutes.
• Providing high quality administrative support across the directorate as required to ensure the directorate meets its objectives.
• To co-ordinate and maintain an efficient administration process for the handling of complaints coming into the department.
• Responsibility and co-ordination for Patient Advice and Liaison Service (PALS) queries for the Directorate, co-ordinating, assisting and organising actions and responses.
• Ensuring systems filing is managed in an efficient and timely fashion
• To deal with enquiries in an effective and efficient manner and to collaborate with members of the Executive team, medical, nursing, pharmacy, laboratory and other staff in the maintenance of effective communications.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.