Personal Assistant

The Medicine and UEC Division has an opportunity for a Personal Assistant to join its existing team. The role will be to provide comprehensive secretarial support primarily to the Directorate Managers and other Senior Managers within The Medicine and UEC Division The post holder will be expected to work with the minimum of supervision, using their own initiative, and will carry out duties of the post in such a way as to make a direct and positive contribution to the organisation by enabling the Medicine and UEC Senior Team to utilise their time in an efficient and effective manner. The successful candidate will be expected to demonstrate a flexible approach to meet the needs of the service and provide high quality P.A. support including diary management, scheduling, and attending meetings, minute taking and the screening of emails, production of reports and presenting/disseminating key information/statistics. You will need to be an effective gatekeeper, using your judgement to resolve difficult situations, whilst making decisions regarding appropriateness and priorities along with excellent interpersonal skills and knowledge of all the relevant administrative and P.A. procedures applicable to the role. The role will involve contact with a wide range of stakeholders, both internal and external, and therefore requires a confident approach to create and maintain effective working relationships with staff at all levels.,

• To organise and manage the diaries of Directorate Managers Associate / Assistant Directorate Managers, Head of Quality, Governance Team and Matrons providing a first-class secretarial service and ensuring their daily workload and priorities are met
• Manage any generic mailboxes and calendars within the Care Group as requested by the Management team
• Plan and organise meetings for the Care Group Management Team, liaising with staff across multidisciplinary settings. Arrange and circulate agendas and any paperwork that is required, ensuring this is available for the meeting in appropriate format. Keeping attendance lists. This is also inclusive but not limited to, taking minutes at any required meeting, type and distribute electronic or hard copies of minutes. Typing back at meeting recordings as requested. Ensuring the dissemination of information in required timeframes.
• To prioritise workload ensuring that required reports of a highly confidential nature are provided as requested inclusive of but not limited to, agendas, minutes, meeting notes, telephone call logs, complaint statements, StEIS and/ Serious Incidents Requiring Investigation reporting documentation, are all saved to a groups folder, so all staff are able to access. Do not save any documentation to your own personal folder.
• To act as a point of contact within the Division, Trust and to external users ensuring that communication links are maintained at all times
  
  Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care. Our services: Acute Care Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites. Primary Care Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital. Community Services Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre. Specialist Regional Services We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales. Achievements:
• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme