Divisional Administration Assistant | Liverpool Women's NHS Foundation Trust
| Posting date: | 16 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £22,816 - £24,336 per annum |
| Hours: | Full time |
| Closing date: | 16 May 2024 |
| Location: | Liverpool, L8 7SS |
| Company: | Liverpool Women's NHS Foundation Trust |
| Job type: | Contract |
| Job reference: | 6233647/159-LWH-44-24-B |
Summary
We are seeking an experienced Divisional Administration Assistants to join the Divisional Management Team to provide comprehensive office and administrative support to the Family Health Division, Gynaecology Division and Clinical Support Services Division.
The post holder(s) will be expected to work flexibly to ensure that high-quality personal assistant support is provided at all times, enabling the Divisional Senior Management Team to function effectively whilst providing a positive and efficient service.
The post holder(s) should have an understanding and overview of the work of the Divisional Senior Management Teams, including the administrative duties required, management of all incoming mail, telephone calls, messages and the co-ordination of meetings. This will enable the post holder to fully support the Divisional Senior Management Team and prioritise and manage their own workload in an informed and effective manner.
The successful candidate will have previous experience as a PA at senior management level and have excellent organisational skills, a high level of competency in using Microsoft Office and the ability to work under pressure, prioritise workloads and work to deadlines. You will be required to work on your own initiative and deal with matters on behalf of those whom you support and be an effective decision-maker with the ability to work flexibly.
Excellent written and verbal communication skills are required, and the post holder must be able to liaise with staff at all levels within the Trust. They will also be required to liaise with external contacts representing the organisation.
A key part of the role is complex diary management, which involves the provision of full support and facilitation for a variety of senior level meetings. This includes producing and distributing papers in a timely manner, chasing outstanding actions and taking accurate minutes to reflect the discussions held.
This is a rewarding, yet busy and demanding role with the post holder needing to have a flexible approach to work, being able to use their own initiative and work effectively as part of a larger team.
Experience of minute-taking is essential.
Liverpool Women’s NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm newborns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes us thespecialist health provider of choice in Europe for women, babies and families.
We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.
The Trust is constantly innovating and evolving it’s services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.
Check out why Liverpool Women’s NHS Foundation Trust is a great place to work using the links below:
Video:https://vimeo.com/556197652
Online brochure:https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Provide a professional Divisional personal assistant service to an agreed set of Senior Managers and Clinicians within the Triumvirate Structure
Manage diaries, including using an electronic diary and email system, prioritising, dealing with and responding appropriately
To work autonomously in the absence of Divisional Senior Management Team members.
Establish excellent working relationships with the clinical, administrative,
management and all staff that you come into contact with on a daily basis.
Use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent / important and unpredictable issues ensuring a high quality administrative service. Maintain effective communication networks at all levels across the organisation and to facilitate the effective function of the Divisional Senior Management Team.
Identify, draft and type all routine and ad hoc correspondence and reports, on behalf of the Divisional Senior Management Team.
Follow-up outstanding issues which emerge from the Divisional Senior Management Team’s work and meetings.
Work on own initiative to prepare background information, collate information into reports, produce statistics and create and manage databases as required.
Redirect and coordinate tasks delegated to other members of the department on behalf of the Divisional Senior Management Team.
Undertake detailed and / or specialist project work on behalf of the Divisional Senior Management Team.
Manage the meeting process, preparing agendas, take, produce and circulate accurate minutes of meetings in a timely manner.
Manage and coordinate functions, such as seminars, conferences and workshops associated with the work of the Divisional Senior Management Team.
Arrange travel and accommodation needs in support of hospital business (i.e. attendance at meetings/conferences/training etc), as required for all Divisional Staff within the divisions.
Maintain an awareness of current issues within the Trust ensuring that key personnel receive appropriate and timely communication.
Deal with staff, managers and external organisations in a professional and courteous manner, therefore, maintaining effective communication on behalf of the Divisional Senior Management Teams.
Create and design visual aids / presentations on behalf of the Divisional Senior Management Team.
Exchange confidential sensitive or contentious information both internally and externally with senior managers / clinical staff, maintaining confidentiality at all times.
Develop and maintain an effective filing system and bring forward system on behalf of the Divisional Senior Management Team.
To update and maintain personnel files, including completion of personnel and payroll documentation.
To record and monitor annual leave, sick leave amongst the Senior Management Teams.
Manage orders, requisitions and invoices using appropriate systems and
communicating with procurement and finance colleagues as appropriate.
Meet and greet visitors on behalf of the Senior Management Team to ensure visitors are received and welcomed to the department on behalf of the Division.
This advert closes on Thursday 25 Apr 2024