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Executive Personal Assistant

Employer
Liverpool University Hospitals NHS Foundation Trust
Location
Aintree
Salary
£28,407 to £34,581 per annum
Closing date
14 Jul 2024

View more

Profession
Other Health Profession
Grade
Band 5
Contract Type
Permanent
Hours
Full Time
An exciting opportunity has arisen to recruit an experienced Personal Assistant to join the Trust, supporting Aintree University Hospital's Leadership Team.

We are looking for an enthusiastic, experienced and professional Personal Assistant who has excellent organisational and communication skills, is a proficient minute taker with great keyboard skills. They will have a detailed understanding of Microsoft packages (Outlook365, Word, Excel and Powerpoint) and importantly, previous experience managing busy and complex diaries for multiple senior managers.

The post holder will join a friendly, welcoming team helping to deliver an effective executive support service and provide administrative support to Aintree University Hospital's leadership team. Working closely with another Executive Assistant they will support the sites Executive Managing Director, Director of Operations, Director of Nursing, Medical Director, Director of Finance and Director of People.

The post holder will be highly organised and efficient, able to multi-task and use their own initiative to manage and prioritise a wide range of tasks and responsibilities. Minute taking skills are essential.

The post holder must be able to work with a diverse range of colleagues, utilising good interpersonal and communication skills. Previous experience working in the NHS would be advantageous but is not essential.

Main duties of the job

Supporting a busy and diverse team, you will be enthusiastic and highly motivated to provide a quality PA service able to balance conflicting demands on your time and your Directors' time, you will have excellent organisational skills, delivering a high standard of accuracy and maintaining professionalism at all times.

The role requires excellent communication skills, a proactive, self-starting, friendly can-do attitude and the ability to develop strong working relationships across the Trust. You should be comfortable managing your own workload, using your initiative, while also working collaboratively with other PAs and senior managers within the organisation, and external stakeholders, to provide a comprehensive service to the Leadership Team.

About us

Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.

The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.

The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.

It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.

To hear more about our achievements click here https://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf

Follow us on Social Media:

Facebook - Liverpool University Hospitals Careers

Instagram - @LUHFTcareers

Twitter - @LUHFTcareers

Job description

Job responsibilities

Please read the full job description attached for a comprehensive description of the role. However, key duties include:
  • To provide full personal assistant and secretarial support to the Aintree Hospital Leadership Team
  • To produce letters, reports and presentation slides using a wide range of Microsoft applications including Word, Excel, Access, PowerPoint, email and any other administrative duties as required.
  • To manage multiple complex diaries adjusting plans which impact across the area and beyond being mindful of the impact on other areas.
  • Duties include arranging appointments, meetings, prioritising meeting requests based on the needs of the caller and the workload priorities and commitments of the Leadership Team.
  • To organise formal and informal meetings, compilation of agendas, action trackers, appropriate papers and minutes ensuring deadlines are achieved..
  • To manage the bookings for the various conference/tutorial rooms ensuring the appropriate equipment is available and maintained, as well as to arrange catering when necessary.
  • To provide a first point of contact across the spectrum of the Hospital Leadership Teams portfolio and to prioritise/manage/delegate key issues as appropriate to ensure the efficient operational running of the portfolio, in collaboration with associated Trust staff, with the freedom to act appropriately to any given situation guided by Trust policies and procedures.
  • To ensure representation on behalf of the Hospital Leadership Team for the interests of their portfolios at meetings and on other occasions when necessary.
  • To communicate confidential and/or sensitive information concerning any such issue arising in or from the portfolios, in a professional and discrete manner to all appropriate parties, including patients, public, staff and outside parties.
  • To establish and maintain prompt, effective contact and communication with internal and external stakeholders, in all matters relating to the portfolio and associated endeavours of the Trust.
  • To execute and manage prompt, effective verbal and written communication / queries in a confidential, professional and sensitive manner, preparing any draft responses as necessary.
  • To manage any verbal or written complaint and diffuse volatile situations using tact, discretion and empathy, dealing with sensitive and contentious personal information with appropriate advice and guidance.
  • To initiate and prioritise all necessary actions / emails arising from communication with any party, including further communication or discussion with relevant staff as appropriate.
  • To ensure the prompt distribution of correspondence, information, circulars and development bulletins, both internally and externally.
  • To assist in the preparation of documents, other reports and work for publication and presentations.
  • Ensure the team are fully briefed on complex events and scenarios as they arise, determining the priority of the issue and as necessary obtaining and collating the information needed to enable the team to make an informed decision.
  • In the absence of the relevant Director, escalate any urgent/sensitive situations to the appropriate person.

You will join a highly skilled and knowledgeable executive administrative team providing support to Directors across the Trust.

Applicants are encouraged to make full use of their supporting statement to demonstrate who they meet each of the criteria in the person specification.

Person Specification

Qualifications

Essential

  • Degree level of education or relevant demonstrable experience
  • Evidence of personal and professional development


Desirable

  • RSA3/equivalent or formal secretarial qualification


Experience

Essential

  • Demonstrable experience in managing resources and stock
  • Demonstrable experience of working as a PA to a Director or equivalent in a large complex organisation which includes taking and producing minutes
  • Experience of working with senior level staff and maintaining good working relationships across a range of staff levels both internal and external to the Trust
  • Clear experience of working in a busy environment and expertise across the full range of office systems and admin procedures


Desirable

  • Experience of managing or supervising staff


Knowledge

Essential

  • Knowledge of Microsoft Office (Word, Excel, PowerPoint) & Outlook


Skills

Essential

  • Excellent verbal and written communication and interpersonal skills and ability to identify the key messages and areas for action arising from telephone, email and personal conversations.
  • Able to concentrate on specific and demanding matters, whilst dealing with unplanned interruptions
  • Ability to seek, analyse and evaluate information
  • Ability to maintain accurate filing/documentation systems
  • Possession of strong organisational skills being able to manage multiple competing priorities and work to tight and/or unexpected deadlines
  • Have a well planned, organised and systematic approach to tasks
  • Ability to work with tact and diplomacy and react sensitively when dealing with complex, sensitive or confidential information about organisations or individuals both within and outside the Trust.
  • Have a high attention to detail and excellent accuracy
  • Able to take initiative and use own judgement in anticipating and dealing with queries
  • Ability to work well under pressure
  • A proactive team worker with motivational skills
  • Able to work autonomously and unsupervised, but able to recognise when it is appropriate to seek advice
  • Conscientious and reliable with a willingness to be flexible in order to meet the needs of the service


Other

Essential

  • Ability and willingness to undergo further training as required


Employer details

Employer name

Liverpool University Hospitals NHS Foundation Trust

Address

Aintree University Hospital

Lower Lane

Aintree

L9 7AL

Any attachments will be accessible after you click to apply.

287-CEF-270-24

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