Personal Assistant in Ormskirk inOrmskirk PUBLISHED TUE 15 APR 2025 Jump to job information section

Job Summary

Provide comprehensive confidential administrative/ secretarial service to the Women's and Children's Division inclusive of Director of Operations , Directorate Managers Associate / Assistant Directorate Managers, Head of Quality, Governance Team: necessitating contact with external bodies, clinical, nursing, management, executive and clerical staff. Supporting the full governance agenda across the Division for all staff within the Management Team. Cross cover is required when secretarial colleagues are on annual/study or sick leave.

Please note, this vacancy may close early should a sufficient number of applications be received.

Main duties of the job

• To organise and manage the diaries of the Director of Operations and Deputy Director of Midwifery, Directorate Managers Associate / Assistant Directorate Managers, Governance Team providing a first class secretarial service and ensuring their daily workload and priorities are met.
• Manage any generic mailboxes and calendars within the Division as requested by the Management team
• Plan and organise meetings for the Management Team, liaising with staff across multidisciplinary settings. Arrange and circulate agendas and any paperwork that is required, ensuring this is available for the meeting in appropriate format. Keeping attendance lists. This is also inclusive but not limited to, taking minutes at any required meeting, type and distribute electronic or hard copies of minutes. Typing back at meeting recordings as requested. Ensuring the dissemination of information in required timeframes.
• To prioritise workload ensuring that required reports of a highly confidential nature are provided as requested inclusive of but not limited to, agendas, minutes, meeting notes, telephone call logs, complaint statements, StEIS and/ Serious Incidents Requiring Investigation reporting documentation, are all saved to a groups folder, so all staff are able to access. Do not save any documentation to your own personal folder
  
  

About us

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 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. 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 2
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
  
  

Date posted

10 April 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

409-67618703

Job locations

Ormskirk Hospital

Wigan Road

Ormskirk

L39 2AZ

Job Description

Job responsibilities

KEY DUTIES

• To organise and manage the diaries of the Director of Operations and Deputy Director of Midwifery, Directorate Managers Associate / Assistant Directorate Managers, Governance Team providing a first-class secretarial service and ensuring their daily workload and priorities are met.
• Manage any generic mailboxes and calendars within the Division as requested by the Management team
• Plan and organise meetings for the Management Team, liaising with staff across multidisciplinary settings. Arrange and circulate agendas and any paperwork that is required, ensuring this is available for the meeting in appropriate format. Keeping attendance lists. This is also inclusive but not limited to, taking minutes at any required meeting, type and distribute electronic or hard copies of minutes. Typing back at meeting recordings as requested. Ensuring the dissemination of information in required timeframes.
• To prioritise workload ensuring that required reports of a highly confidential nature are provided as requested inclusive of but not limited to, agendas, minutes, meeting notes, telephone call logs, complaint statements, StEIS and/ Serious Incidents Requiring Investigation reporting documentation, are all saved to a groups folder, so all staff are able to access. Do not save any documentation to your own personal folder.
• To act as a point of contact within the Division, Trust and to external users ensuring that communication links are always maintained.
• To produce and circulate rotas as requested by the Management Team. Including liaising with all levels of staff, internally and externally.
• To support and assist in the collation of information for the management team, for weekend plan, Easter plan, Christmas plan and any other additional plans that may be required.
• To collate the cancelled operations data from the previous day and ensure that the daily sitrep are completed within the timeframe required. All patient level data is checked and submitted onto the cancelled operations database daily.
• Produce high quality letters and reports using detailed knowledge of software packages such as Microsoft Office, Word, Excel, Access and Powerpoint.
• To co-ordinate additional activity payments for relevant specialities and ensure signed off appropriately with Manager.