Perinatal Directorate- PA

Sandwell and West Birmingham NHS Trust; Smethwick; On-site; GBP 23,000 - 30,000; Full time

Job summary

A healthcare provider in the UK is seeking a Personal Assistant to provide administrative and secretarial support within the Women's and Child Health Directorate. The role includes managing correspondence, scheduling meetings, and preparing reports while ensuring confidentiality and compliance with Trust policies. Ideal candidates should possess strong organizational skills, proficiency in IT, and experience in a similar role, especially within the NHS. This is an exciting opportunity to contribute to a caring and diverse organization.

Qualifications

• Recognised qualifications in secretarial tasks and IT.
• Experience in a similar secretarial/administrative role.
• Experience in the NHS environment is preferred.

Responsibilities

• Provide comprehensive PA, secretarial, and administrative support.
• Coordinate meetings and events, manage diaries.
• Maintain filing systems and support financial processes.

Skills

Organisational skills

IT proficiency

Communication skills

Education

Throughout GCSE English or equivalent, Grade C or above

European Computer Driving Licence (ECDL)

NVQ Level III Business/Administration or willingness to work towards

Recognised or advanced qualification in typing/word processing/shorthand

Job description

The Personal Assistant provides comprehensive secretarial and administrative support to the Women's and Child Health Directorate.This role ensures the smooth operation of the directorate by managing correspondence, scheduling meetings, maintaining diaries, and handling confidential information.

Key responsibilities include coordinating meetings and events, preparing reports and minutes, managing recruitment documentation, maintaining filing systems, and supporting financial processes such as trust fund monitoring.

The PA acts as the first point of contact for enquiries, liaises with internal and external stakeholders, and upholds confidentiality and compliance with Trust policies on health and safety, safeguarding, and infection control. Flexibility, strong organisational skills, and proficiency in IT systems are essential for success in this role.

Main duties of the job

To provide a full and comprehensive PA/secretarial and administrative service to the Division/department, including typing of correspondence, reports, letters, memos, minutes and other documents as required, from shorthand, audio, visual notes and verbal instructions, including confidential sensitive reports, i.e health ill dismissal and disciplinary reports.

Maintain awareness of current issues ensuring key personnel receive appropriate and timely communication.

To develop a sound knowledge of the structure of the division in order to distribute information correctly and communicate effectively.

To manage own workload using initiative to plan time effectively and prioritizing all incoming work on a daily basis including responding quickly, appropriately and communicating clearly in relation to urgent / important issues .

To co-ordinate both relevant meetings/functions on behalf of senior management, including sourcing and securing appropriate venues,preparing and circulating agendas and relevant enclosures from information received.

To maintain accurate diaries, bring forward and email management systems either electronically or manually as required by the division/department.

To attend meetings and take, produce and circulate accurate complex minutes as appropriate and following up outstanding issues.

About us

Sandwell and West Birmingham NHS Trust (SWB) serves Birmingham and the Black Country - one of the country's most culturally diverse areas. It's a friendly and welcoming place - a place where you can belong, and a place where you can grow.

We care for our patients, we care about our population, and we care about our people.

Our values - Ambition, Respect and Compassion - are at the heart of who we are. They guide us every step of the way; how we work with each other, and how we look after our patients and their families; how we respect and value the rich diversity of our team and our community.

Our Trust has always aspired to be more than a hospital, more than a healthcare provider. Our purpose is to "Improve the Life Chances and Health Outcomes of our Population." It is what inspires, drives, and unites us every day. It's what makes us unique.

We want working at SWB to feel like more than just a job. We want our Trust to be a place where you can feel you belong. A place where you feel happy, safe, and rewarded. A place where you can develop your career in whatever way you choose. When we say we're 'with you all the way' we want you to know that we mean it. Visit the SWB website to find out more about our ambitions and people plans.

Job responsibilities

For further information about this role, please see the attached job description and person specification.

Person Specification

Qualifications

• Recognised or advanced qualification (eg RSA III Typing/Word Processing/Shorthand 80 wpm or equivalent.
• European Computer Driving Licence (ECDL)
• NVQ Level III Business/Administration or willingness to work towards.
• GCSE English or equivalent, Grade C or above.

Experience

• Demonstrable secretarial experience in a secretarial / administrative role
• Experience in an NHS or similar environment

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 name

Sandwell and West Birmingham NHS Trust

Address

SWB NHS Trust-Midland Metropolitan Hospital

SWB NHS Trust-Midland Metropolitan Hospital