Job summary
The Communications Department is seeking a Personal
Assistant/Communications Assistant to join our team.
In this role, you will be pivotal in managing diaries,
organising meetings, and handling a range of administrative tasks to ensure the
smooth running of our department. From scheduling appointments and preparing
agendas to supporting team operations and coordinating events, no two days will
be the same.
Were looking for someone who thrives in a
fast-paced environment, has excellent communication skills, and a knack for
juggling multiple priorities. Experience in diary management and administrative
support is essential, and familiarity with communications or marketing would be
an advantage.
Main duties of the job
Effectively coordinate and maintain diaries, ensuring
meetings and appointments are prioritised and organised.
Arrange and prepare for meetings, including booking venues,
sending invites, and preparing agendas and note taking.
Provide administrative assistance to the Communications
Team, including project support and team coordination.
Maintain and organise records, files, and images for easy
retrieval and compliance.
Assist in planning and supporting communications-related
events and campaigns.
Act as the first point of contact for internal and external
stakeholders, ensuring timely and professional responses.
Handle tasks such as raising orders, invoice processing, and
supply management.
Assist with drafting and proofreading communications
materials when required.
Handle sensitive information with the utmost professionalism
and confidentiality.
Any other activities associated within the dimensions
of the role
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
We are unable to sponsor roles that do not meet the minimum salary requirements. please check the UK immigration skilled worker rules for information
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
Schedule
and manage appointments and meetings for the team, ensuring effective time
allocation.
Organise
and prepare for meetings, including circulating agendas, taking notes, and
following up on action items.
Provide
day-to-day administrative support to the communications team, such as managing
files, processing paperwork, and updating distribution lists.
Draft,
proofread, and send emails, letters, and other forms of communication on behalf
of the team.
Assist in
the planning and delivery of events
Support
ongoing communications campaigns by helping with research, coordination, and
reporting.
Serve as
a first point of contact for internal and external inquiries, providing timely
and professional responses.
Oversee
the procurement and management of office supplies and equipment for the
department.
Process
invoices and co-ordinate stock delivery
Handle
sensitive information with care and maintain high standards of professionalism
Support
the team with photo and filming opportunities
Supporting
the build and co-ordination of surveys for the Trust
Any
other duties commensurate with band.
Job description
Job responsibilities
Schedule
and manage appointments and meetings for the team, ensuring effective time
allocation.
Organise
and prepare for meetings, including circulating agendas, taking notes, and
following up on action items.
Provide
day-to-day administrative support to the communications team, such as managing
files, processing paperwork, and updating distribution lists.
Draft,
proofread, and send emails, letters, and other forms of communication on behalf
of the team.
Assist in
the planning and delivery of events
Support
ongoing communications campaigns by helping with research, coordination, and
reporting.
Serve as
a first point of contact for internal and external inquiries, providing timely
and professional responses.
Oversee
the procurement and management of office supplies and equipment for the
department.
Process
invoices and co-ordinate stock delivery
Handle
sensitive information with care and maintain high standards of professionalism
Support
the team with photo and filming opportunities
Supporting
the build and co-ordination of surveys for the Trust
Any
other duties commensurate with band.
Person Specification
Experience
Essential
- Demonstrable administrative experience Experience in setting up and maintaining office online filing systems
- Experience of maintaining and setting up databases
- Experience in planning and organising meetings / events and taking notes
- Experience of providing secretarial/administrative support to a team
Desirable
Qualifications
Essential
- Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language
- Educated to NVQ level 4 standard or equivalent experience
Desirable
- Experience of working in the NHS
Special Requirements
Essential
- Must be able to travel across Trust sites to meet the requirements of the post
Special Skills & Knowledge
Essential
- IT skills and knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint, Access
- Ability to use email and maintain and update electronic diaries
- Ability to use discretion and maintain confidentiality
- Excellent interpersonal skills and verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public and comfortable and confident working with staff at all levels and with people from all walks of life.
- Able to work independently and use own initiative to resolve queries, in line with departmental policies procedures.
- Ability to independently organise and prioritise workload in order to meet deadlines
- Ability to work as a member of a team and be a good team player
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
- Ability to manage a number of projects and priorities simultaneously
- Able to explain complex issues in simple language and to a variety of audiences
- Ability to produce supporting information for regular reports for board and committee
- Ability to co-ordinate projects
Desirable
Person Specification
Experience
Essential
- Demonstrable administrative experience Experience in setting up and maintaining office online filing systems
- Experience of maintaining and setting up databases
- Experience in planning and organising meetings / events and taking notes
- Experience of providing secretarial/administrative support to a team
Desirable
Qualifications
Essential
- Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language
- Educated to NVQ level 4 standard or equivalent experience
Desirable
- Experience of working in the NHS
Special Requirements
Essential
- Must be able to travel across Trust sites to meet the requirements of the post
Special Skills & Knowledge
Essential
- IT skills and knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint, Access
- Ability to use email and maintain and update electronic diaries
- Ability to use discretion and maintain confidentiality
- Excellent interpersonal skills and verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public and comfortable and confident working with staff at all levels and with people from all walks of life.
- Able to work independently and use own initiative to resolve queries, in line with departmental policies procedures.
- Ability to independently organise and prioritise workload in order to meet deadlines
- Ability to work as a member of a team and be a good team player
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
- Ability to manage a number of projects and priorities simultaneously
- Able to explain complex issues in simple language and to a variety of audiences
- Ability to produce supporting information for regular reports for board and committee
- Ability to co-ordinate projects
Desirable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
County Durham & Darlington NHS Foundation Trust
Address
Darlington Memorial Hospital NHS Trust
Hollyhurst Road
Darlington
County Durham
DL3 6HX
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
