Job vacancy: Personal Assistant - Corporate Services, Mersey and West Lancashire Teaching Hospitals NHS Trust, Prescot

Job summary

Main area

Admin & Clerical

Grade

NHS AfC: Band 4

Contract

Permanent

Hours

Full time
Part time

37.5 hours per week

Job ref

409-7882408

Employer: Mersey and West Lancashire Teaching Hospitals NHS Trust
Employer type: NHS
Site: Whiston Hospital
Town: Prescot
Salary: £28,392 - £31,157 Per Annum (Pro Rata, If Part Time)
Salary period: Yearly
Closing: 16/04/2026 23:59

Personal Assistant - Corporate Services

NHS AfC: Band 4

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.

Detailed job description and main responsibilities

Key duties

Provision of full administration/secretarial support to Corporate Nursing Team including Trust Interpreter Service
Support the Deputy Q&R Office Manager to lead the administration of projects or events as required, for example, National Nurses Day
To organise and manage the diaries for the Corporate Nursing Team, providing a first class secretarial service and ensuring their daily workload and priorities are met
To maintain appointments and diary management, implementing bring forward systems, arranging venues, speakers, travel and accommodation, ensuring timely and efficient communication
Deputise for the Deputy Q&R Office Manager providing supervision and co-ordination of the Quality and Risk administrative function, ensuring effective systems and processes are in place and continuously reviewed and improved as necessary, contributing to the Trust’s overall governance framework
Work collaboratively with other members of the senior management administrative and clerical team to ensure that the directorate runs effectively at all times
Respond to requests for information from service users and others who call the department, in person or by telephone, with tact and sensitivity. Give appropriate non- clinical advice and refer on to the most suitable person, ensuring that all queries are followed up as soon as possible
Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person
Any other duties required by Deputy Q&R Office Manager

Professional responsibilities

Maintain a high standard of professionalism in line with the Trust’s values and ACE behavioural standards across the service, maintaining the Trust’s reputation and leading by example

Administrative responsibilities

Ensure all data and information is collated and recorded systematically and in a timely manner, including minutes of meetings, data submissions for key work-streams eg. friends and family test, nursing care indicators, quality care accreditation tool, open and honest, QWR’s etc.
Ensure all meetings are effectively arranged, ensuring appropriate room bookings and facilities are available
Ensure effective administration of key meetings, including relevant Councils and Groups, with papers distributed to attendees at least 5 days in advance
Ensure actions are followed up between meetings
Produce high quality minutes from Councils, Groups and sub-groups and ensure high standard of minutes are produced by other team members
To undertake tasks delegated by the managers to assist in meeting targets and delivering Key Performance Indicators, ensuring deadlines are met
Ensure presentations required for meetings are available, support with IT systems such as Microsoft Teams, Skype and Zoom
Support the Deputy Director of Governance with CQC compliance and reporting

Teaching & training responsibilities

Provide ongoing support to the Deputy Q&R Office Manager Lead in supporting the development of team members, ensuring agreed training identified during the appraisal process is supported
Attend mandatory training and maintain up to date administrative and secretarial skills. Partake in any training that may be recommended in terms of personal development

Line management/supervisory responsibilities

Deputise for the Deputy Q&R Office Manager in their absence ensuring team members are supported in the work place and Trust Policies and Procedures are adhered to

Research & Audit

To participate and support audits relevant to the department as required

Person specification

Qualifications

Essential criteria

5 GCSE level standard and / or equivalent qualification
Educated to degree level or relevant professional qualifications (RSA 3 or above)

Knowledge & Experience

Essential criteria

Significant experience of minuting meetings at a senior level
Significant experience of line managing staff, working within HR policies and procedures
Experience of workload management
Experience of working in an office environment
Knowledge of manual and electronic filing systems
Experience of liaising effectively with wide range of professionals and external stakeholders, including those with additional communication needs
Experience of board administration

Desirable criteria

Experience of working in the NHS
Understanding of principles of data management techniques

Skills

Essential criteria

Excellent Microsoft Office skills
Problem solving skills
Ability to collate, analyse and interpret data
Highly organised
Ability to be flexible to meet service demands
Ability to organise time effectively
Ability to work independently, under pressure and to prioritise appropriately
Excellent report writing skills
Ability to produce high quality work
Excellent team working skills
Excellent communication skills, verbal, non-verbal and written

Other

Essential criteria

Ability to travel between sites

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 [email protected]

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab)

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.

eVisa Update

For successful candidates on selected work and study visa routes, who have completed and paid for their applications will no longer receive a visa vignette in passport as evidence of their permission to enter the UK.

Instead, you will be issued with an eVisa only, which is accessed by creating a UKVI account.

Before travelling to the UK, we advise applicants to:

Create a UKVI account
Link their current passport
Access their eVisa straightaway to check all details. Incorrect information should be reported as soon as possible using the following link: https://www.gov.uk/report-error-evisa
Understand how to generate an eVisa share code

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 will be expected to undertake the Trusts' commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.

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.