Specialist Medicine Leadership Pa

Dorset Clinical Commissioning Group; Poole; On-site; GBP 22,000 - 26,000; Full time

Job summary

Dorset Clinical Commissioning Group is seeking a competent Secretary/PA to support the Senior Leadership team with diary management, minute taking, and efficient handling of communications. The role requires strong organisation, attention to detail and the ability to work calmly in a busy NHS environment.

Responsibilities include coordinating meetings, preparing papers, handling correspondence, and ensuring timely reports and documents meet required standards.

Qualifications

• GCSE in English and Maths or equivalent.
• Vocational level 3 or equivalent experience in relevant field.

Responsibilities

• Manage electronic diaries for Senior Leadership team and administrative duties.
• Handle telephone enquiries and take appropriate action.
• Facilitate communication with management by providing messages and information.
• Coordinate directorate meetings including agendas, papers, venues and attendees.
• Produce minutes or action logs using Co-Pilot for recorded meetings.
• Prepare project related reports to standard; check documents before publication.
• Photocopying and filing of forms (payment claims, leave).
• Coordinate and monitor ordering of goods and supplies within budget.

Skills

Diary management

Minute taking

Word processing

Outlook

Verbal communication

Written communication

Attention to detail

Workload organisation

Calm in busy environments

Education

GCSE English and Maths

Vocational Level 3

Tools

Microsoft Word

Microsoft Outlook

Job description

Detailed job description

and main responsibilities

• Manage electronic diaries for the Senior Leadership team and undertake other administrative duties as required by the Senior Leadership team and Admin Manager.
• Manage telephone enquiries and take appropriate action.
• Facilitate effective communication with the management team by providing team members with relevant messages and information
• Co-ordinate directorate meetings, ensuring that date/time, agendas, papers, venues, and attendees are prepared sufficiently far in advance, for approval by the chair
• Produce timely, accurate and clear minutes, action notes or action logs, using Co-Pilot for all meetings that are recorded.
• Prepare project related reports to an established standard and check all documents prior to publication
• Photocopying and filing of additional payment claim forms and leave forms
• Co-ordinate and monitor the ordering of goods and supplies, ensuring that orders are charged to appropriate budget
• Oversee generic email inboxes forwarding emails as appropriate, and/or direct action of emails
• Co-ordination of complaints, and early resolution processes
• To assist with typing and sending of outcome letters
• Assist with medical elective list where required

Person specification

Qualifications

Essential criteria

• GCSE in English and Maths or equivalent
• Vocational level 3 or equivalent experience in relevant field

Desirable criteria

• Supervisory qualification in supervision skills or equivalent
• Medical terminology

Experience

Essential criteria

• Experience as working as a Secretary / PA

Desirable criteria

• NHS Admin experience

Technical skills

Essential criteria

• Computer literate with word processing experience
• Proven diary management Skills
• Minute taking skills

Desirable criteria

• Audio typing

Knowledge

Essential criteria

• Understanding of secretarial procedures
• Understanding of Microsoft Word
• Understanding of Microsoft Outlook

Desirable criteria

• Medical Terminology

Other requirements

Essential criteria

• Good verbal and written skills
• Attention to detail
• Ability to organise own workloads
• Ability to work calmly and methodically when in a busy environment