Personal Assistant

www.healthjobsuk.com - jobboard; Knowsley; On-site; GBP 24,000 - 26,000; Full time

Job summary

An exciting opportunity has arisen for a Personal Assistant to join a dedicated healthcare team on a permanent basis. In this role, you will provide essential administrative support, managing diaries, arranging meetings, and ensuring smooth communication within the department. The ideal candidate will possess excellent interpersonal and communication skills, along with a solid understanding of office software. This is a chance to be part of a forward-thinking organization committed to delivering outstanding patient care while enjoying a supportive work environment with numerous benefits.

Benefits

Generous Pension Scheme

27 Days Annual Leave

NHS Discounts

Health and Wellbeing Programme

Employee of the Month Recognition

Qualifications

• At least two years experience in an office environment.
• Ability to take and transcribe formal minutes of meetings.
• Experience in dealing with complaints and sensitive information.

Responsibilities

• Provide administrative support to the Patient Access Directorate.
• Manage diaries, arrange meetings, and take minutes.
• Investigate and respond to complaints from patients.

Skills

Interpersonal Skills

Communication Skills

Microsoft Office

Minute Taking

Organizational Skills

Education

GCSE Standard

RSA III Typing/Word-processing

Secretarial Diploma

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

Medical Audio-Typing

Job description

Employer Mersey and West Lancashire Teaching Hospitals NHS Trust Employer type NHS Site Whiston Hospital Town Prescot Salary £24,071 - £25,674 Per Annum Salary period Yearly Closing 18/05/2025 23:59 Interview date 27/05/2025

Personal Assistant

NHS AfC: Band 3

After applying via NHS Jobs, your submitted application will be imported into our preferred Third-party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. By applying for this post you are agreeing to "name of trust" transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.

Job overview

An Exciting opportunity had arisen for a Person Assistant to join our Team on a Permanent Basis!

You must be an experienced Secretary with excellent interpersonal and well-developed communication skills to work within our busy department, assisting with the workload of the Directorate Managers and Matrons across the Surgical Care Group.

Duties will include diary management, taking telephone calls, arranging meetings, attending meetings to take minutes and maintaining manual and electronic filing systems.

Candidates will have at least two years experience working in an office environment. Applicants should be able to demonstrate skills and have a working knowledge of Microsoft office.

The successful candidate would need to be flexible, self–motivated and able to use their own initiative, as well as being an excellent organiser and communicator.

Main duties of the job

Co-ordinate administrative and secretarial services, including the preparation of agendas and minutes, taking appropriate follow up action as required.

Manage discrete projects from project scoping to conclusion. Investigate and respond back to a range of non-standard enquiries.

Co-ordinate complaints, to produce a response to the patient and an action plan for staff to correct any problems that may have been highlighted in a complaint.

To liaise with, and delegate instructions effectively to, other members of the department and external clients.

Working for our organisation

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.

We strongly believe that the communities we serve should all have access to Five Star Patient Care.

Our services:

Acute Care

Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.

Primary Care

Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.

Community Services

Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.

Specialist Regional Services

We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.

Achievements:

• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme

Detailed job description and main responsibilities

KEY DUTIES

• To provide confidential administrative support to the Patient Access Directorate Manager, Patient Access Manager and the Patient Booking Services team.
• Prepare agendas and associated papers for meetings.
• Take and transcribe formal minutes of meetings using advanced level of IT packages.
• To maintain appointments, diaries and bring forward systems. Arrange venues, speakers and travel/accommodation as required, ensuring timely and efficient communication.
• Responsible for leading a range of discrete projects on a regular basis.
• To deal with telephone calls/enquiries, incoming and outgoing post and in an efficient, professional and, where appropriate, sensitive manner.
• To investigate complaints, by communicating complex and sensitive information with a range of staff, using negotiating and persuasive skills to get an input from non-clinical and clinical staff to enable the compilation of responses to patient complaints, ensuring deadlines are adhered to.
• Following the receipt of a patient complaint, compile action plan, proposing solutions and changes to work practices, often outside own work area.
• Responsible for proposing changes to working practices across the whole of Patient Access and liaising with other departments regarding the impact of such changes.
• To deal and liaise with staff and patients in a discreet, sensitive and confidential manner with regards to sensitive issues and complaints.
• To maintain a database regarding complaints monitoring and analyse data on weekly basis, producing graphical representations of the information.
• The preparation of patient communications relating to the Directorate (eg patient information leaflets).
• To undertake analysis of complex data from a variety of sources and prepare conclusions in an easily understandable format.
• To maintain a database on call centre performance and analyse data on a weekly basis, producing graphical representations of the information.
• To maintain a database on hospital rearrangements data on a monthly basis, producing graphical representations of the information.
• To produce the Duty Manager Rota for St Helens Hospital.
• Responsible for the processing PLCP referrals.
• Responsible for the reconciliation of budget statements.
• Responsible for providing fire induction training, when Duty Site Manager is not available.
• Responsible for assisting the Duty Site Manager in organising teaching programmes regarding Mental Capacity Act for St Helens staff.
• Responsible for ensuring the directorate is compliant with the relevant areas on the Information Governance toolkit.
• Assist with the administration for recruitment in the directorate.
• The postholder is responsible for maintaining stock control and the security of all consumable items within Patient Access.
• Assist the Head of Patient Access and Line Managers to develop and maintain departmental policies and procedures, therefore acquiring knowledge of the full range of administrative and organisational policies and procedures.
• Maintenance of annual leave/sickness records.
• Preparation of Staff Variation Lists (SVL’s).
• Taking receipt and recording of travel claims.
• To complete Human Resources administration as necessary, including staff change of details forms and staff variation forms. Arranging Return to Work interviews and Occupational Health referrals.
• Undertake tasks delegated by Patient Access Directorate Manager and Patient Access Manager to assist in meeting departmental and Trust objectives.
• Maintenance of filing systems.
• To co-ordinate and monitor compliance with Trust Appraisal system for managers with the Patient Access division.
• To co-ordinate workload efficiently and effectively, and to delegate instructions to secretarial colleagues as appropriate.
• Ensure appropriate channels of communication between Managers, colleagues and visitors are open and accessible to ensure information sharing processes are effective, communicating in a professional, timely and supportive manner.
• On behalf of Patient Access Directorate Manager and Patient Access Manager ensure timely dissemination of information throughout the Trust.
• To establish, maintain and develop professional working relations with colleagues.
• To participate in any relevant, identified training and continuing professional development.
• To work on own initiative to maintain good office practice and standards to ensure the office and administrative functions run smoothly and efficiently.
• Adhere to Health and Safety at Work Act.
• Be aware and responsive to changes within the Trust and adopt a flexible and proactive approach to work.
• Undertake all mandatory/statutory training as required by the Trust.
• General housekeeping of the office environment.
• Co-ordinate annual/flexi leave in co-operation with other secretaries.
• Any other duties that may be required appropriate to relevant grade.

This job description is not exhaustive or prescriptive and may be subject to revision and change in the light of changing working patterns, service needs or any other factor affecting the organisation.

GOVERNANCE

To support the Trusts clinical governance agenda by understanding the key priorities for change and ensuring that new developments utilise the objectives within the governance agenda

PERSONAL RESPONSABILTITIES

• To attend Trust Statutory and Mandatory training sessions as required
• To participate in an annual performance review to identify the post holders personal development needs
• To adhere to the official procedures of the Trust, including amongst others, Standing Financial Instructions, Standing orders and Codes of Conduct
• To follow policies and guidelines relating to the management of Trust records taking into account the Data Protection Act and Caldicott recommendations.

Person specification

Qualifications

• Educated to GCSE standard
• RSA III Typing/Word-processing or equivalent
• RSA III Medical Audio-Typing or equivalent
• Shorthand 80-120 wpm
• Speed Writing
• Secretarial Diploma
• Medical Terminology
• RSA III Typing/Word-processing or equivalent.

Knowledge & Experience

• Minute taking
• Medical Audio/Typist
• Ability to work as part of a team
• Significant experience in a similar role or equivalent level of knowledge
• Significant experience as a Junior Secretary/Audio-Typist
• Previous NHS Experience

Skills

• Ability to communicate professionally at all levels in a helpful courteous manner
• Excellent Word Processing and Keyboarding
• Ability to organise workload effectively and prioritise to meet deadlines.
• Office software, excel, power point, access and MS publisher.
• Ability to use initiative to solve problems
• Medical Terminology
• Knowledge of hospital computer systems

Other

• Highly developed interpersonal and communication skills.
• Ability to use initiative and work independently
• Capability to adapt to most situations
• Ability to maintain control of stressful situations
• Able to work the hours and undertake the duties required of the post
• Ability to show understanding and appreciation of the need to maintain confidentiality in all matters
• Ability and willingness to undergo further training in accordance with the needs of the post

Thank you for considering an application to work for Mersey West Lancashire NHS Trust. MWL is an exciting and forward-thinking NHS Trust who are one of the best places to work for in England.

Given sometimes we receive a high volume of applications to work for us, please be aware, that we may close a vacancy earlier than stated should a sufficient number of applications be received from which a shortlist can be confirmed. Therefore, you are advised to apply at your earliest convenience.

The Trust may contact you during the recruitment process for your feedback on your experience. We always aim for continuous improvement in our practice.

Equality, Diversity, and Inclusion

We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome individuals from all backgrounds and value the unique skills, perspective and experience you bring. We are grounded in the belief that diversity enhances our collective strength, fostering innovation and excellence within our workforce. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under- represented groups.

As a Disability Confident Leader , we commit to offering an interview to all disabled applicants who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

If you are having difficulty completing an online application, or require any disability reasonable adjustments, to the application process, please contact [e-mail]

We also commit to offering an interview to all armed forces veterans who meet the minimum criteria for the job (the essential criteria) listed in the personal specification. If you wish to apply under this Guaranteed Interview Scheme, please indicate this on the online application form.

The Trust operates anonymous shortlisting where no personal information about you, including your name or personal details are shared with the recruiting manager. No equality information is shared at any time during the recruitment process with the recruiting manager or other people involved in the decision-making process.

The equality monitoring information you provide is used in the following situations: to review our recruitment practices; where a job is limited to a specific person to verify their eligibility to apply; and to offer disability reasonable adjustments to the recruitment process.

Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click here to check your eligibility before applying for this post as we may be unable to provide sponsorship.

Disclosure and Barring Service Check

If this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 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.

Please note if applicable, applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment.

If you have not already done so, you are therefore encouraged to enrol for the DBS Update Service to which a small annual fee of £13 per year applies.

Flexible Working

We actively support flexible working patterns throughout MWL. Changes made to the NHS Terms and Conditions of Service Handbook mean that:

· All employees have the right to request flexible working from day one of employment.

· There is no limit on the number of requests they can make.

· Employees have the right to make requests, have them considered, regardless of the reason.

At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working. We would also encourage you to also discuss flexible working options at interview stage.

Working for Team MWL

Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

The Trust will not accept applications which are found to be AI generated and will check all applications against AI detection software.

Additional Information

Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here .

An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.

Good luck with your application. We hope to welcome you to Team MWL very soon.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.