Band 4 Senior Administrator - Secretary/Personal Assistant

Job summary

We are looking for an experienced personal assistant primarily based at Heartlands hospital supporting senior management across women's & Children's services.

The role will entail: Diary and email management for the Directors acting as their key point of contact. Maintaining diaries, organising meetings; both internally and externally and dealing with associated correspondence.

Taking minutes at high-level Director's meetings; producing accurate notes and following up actions and putting together high-level presentations and reports

Supporting with wider office management duties.

Dealing with typing, report writing, draft correspondence and photocopying.

Organising meetings, conferences; including rooms, equipment, catering.

An ideal candidate will have previous experience within a PA role. You will be personable and dedicated to the role with outstanding attention to detail, comfortable with a heavy workload and be willing to provide support to the team as required. You will have a flexible approach to your work. Your experience will include Supporting a senior management team with secretarial/PA/Administrator duties. A confident and proficient user of MS Word, Excel, PowerPoint, Outlook and TEAMS. Ability to multi-task and prioritise workload and remain calm under pressure. Experience of the NHS is desirable, but not essential. This is a full-time post (37.5 hours); working Monday to Friday. For informal queries please contact: Jo Lees joanne.lees@uhb.nhs.uk 0121 424 2312

Main duties of the job

The post holder will provide a comprehensive and efficient secretarial service to the division. It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times. The post holder will provide an empathic and sensitive point of contact for all service users.

*To provide a complete confidential general administrative/ personal assistant service for the Directors/ Senior leaders in the Divisional team

*To take minutes at meetings and to transcribe the notes in a timely manner. This will require the post holder to:

*Arrange venues, invites, prepare and distribute agendas, minutes, reports and associated papers,

*Ensure follow up actions are dealt with and tracked through to conclusion.

*To organise travel arrangements and assume responsibility for the daily management of the Directors' diaries.

*All work to be carried out on own initiative, without direct supervision and to tight deadlines, in order to achieve Trust standard and targets

*Deal with queries and instigate appropriate action, as appropriate to the complex and sensitive nature of the information involved

*To use various Microsoft Office packages to produce correspondence, reports, presentations and spreadsheets, as and when required, ensuring they are accurate, produced to a high standard and in a timely manner.

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Employer details

Employer name

University Hospitals Birmingham NHS Foundation Trust

Address

Heartlands Hospital

Bordesley Green E

Birmingham

West Midlands

B9 5SS

Employer's website

https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)

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Employer details

Employer name

University Hospitals Birmingham NHS Foundation Trust

Address

Heartlands Hospital

Bordesley Green E

Birmingham

West Midlands

B9 5SS

Employer's website

https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)

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