Outpatients Personal Assistant / Administration Assistant

University Hospitals Coventry and Warwickshire (UHCW) NHS Trust; Coventry; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading healthcare trust is seeking an Outpatients Personal Assistant to provide administrative support to the Leadership Team. This role involves diary management, meeting coordination, and effective communication with internal and external stakeholders. Ideal candidates will demonstrate strong secretarial skills and a commitment to high-quality patient care.

Qualifications

• Demonstrated secretarial skills to a high professional standard.
• Experience in diary management and meeting arrangements.
• Ability to manage incoming and outgoing communications effectively.

Responsibilities

• Provide comprehensive administrative support to the Leadership Team.
• Coordinate meetings, take minutes, and manage action logs.
• Handle telephone calls and mail for the Leadership Team.

Skills

Word-processing

PowerPoint presentations

Excel spreadsheets

Electronic diary management

Audio transcription

Dictation

Job description

Outpatients Personal Assistant / Administration Assistant

Outpatients Personal Assistant / Administration Assistant

1 day ago Be among the first 25 applicants

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.

• 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.
• 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.
• To prepare and submit draft agendas, action logs and minutes as well as other papers, for all meetings arranged by the Leadership Team.
• 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.
• To ensure any complaints/PALS enquiries or matters of concern are brought to the attention of the leadership team and dealt with appropriatel
  
  

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.

For further details / informal visits contact: Name: Miss Amanda Ashmore Job title: Team PA Email address: [e-mail] Telephone number: 02476966162

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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