Outpatients Personal Assistant / Administration Assistant

Job summary

The role is to be a well organised, comprehensive administrative and secretarial support to the Outpatient Support Services Leadership Team. This includes Diary Management, the coordination of and administrative support of meetings ensuring minutes and action logs are recorded and disseminated to membership as appropriate. To act as a single point of contact for the Leadership Team and to liaise with third parties both internally across the Trust and externally, to arrange office supplies, data collection, data submission as well as database management as appropriate. To assist in the recording of leave requests and approval and to support with communications across the Outpatients Clinical Group from the Leadership Team as required. Please note the role could be subject to change.

Please be advised sponsorship is not eligible for this post.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Main duties of the job

1. You will need to provide a range of secretarial skills including Word-processing, PowerPoint presentations, Excel spreadsheets, electronic diary management and meeting arrangements via outlook, TEAMS, audio transcription and dictation. These skills will need to be demonstrated to the highest professional standard and to include e-mail, photocopying and faxing responsibilities.
2. To establish and operate effective systems for handling incoming and outgoing telephone calls and mail for the Leadership Team with the responsibility to ensure that general and specific enquiries are appropriately managed and responded to on the behalf of the leadership team.Ensure incoming post is opened, dated and distributed daily; taking appropriate action where necessary, prioritising urgent items for attention and managing an efficient bring forward system to ensure follow up action is taken.
3. To prepare and submit draft agendas, action logs and minutes as well as other papers, for all meetings arranged by the Leadership Team.
4. To organise and attend meetings as delegated by the leadership team including taking and transcribing minutes and to assist with actioning of decisions including any administrative duties in relation to those meetings. To progress chasing of items and ensure deadlines are met.
5. To ensure any complaints/PALS enquiries or matters of concern are brought to the attention of the leadership team and dealt with appropriatel

About us

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.