Job summary
- Main area
- 317 CB Medicine and Emergency Care
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday)
- Job ref
- 317-2025-19-09-DR
- Employer
- The Newcastle upon Tyne Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Trustwide
- Town
- 317 Trustwide
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- 12/05/2025 23:59
- Interview date
- 30/05/2025
Employer heading
Personal Assistant
Band 4
Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.
Job overview
An exciting opportunity has arisen within the Medicine and Emergency Care Board for Personal Assistant who will support the Clinical Board Chair, Director of Operations and Management Team.
We are looking for a dynamic individual with excellent administrative skills, IT skills and effective communication to support the Management Team.
- Interview Date: 30 May 2025
- 37 hours 30 minutes/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
NO AGENCIES PLEASE
Main duties of the job
The post holder we are looking for will have extensive previous experience in a secretarial and or administrative role including delivering a high-quality administrative service, effectively managing competing demands for a variety of stakeholders and acting as the first point of contact for queries in the the management team and ensuring they are dealt with effectively and efficiently.
- Acting as the first point of contact for the team, arranging meetings, taking minutes and dealing with other services to Board level across the Trust.
- Maintain appointment diaries for members of the Board Management Team.
- Maintain confidentiality of all information that comes across the desk of the Personal Assistant.
Working for our organisation
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
• Freeman Hospital
• Royal Victoria Infirmary (RVI)
• Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
• Newcastle Dental Hospital
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• Northern Genetics Service
• Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Detailed job description and main responsibilities
- Provide secretarial and clerical support primarily to the Director of Operations, Clinical Board Chair as well as other senior members of the team.
- Provide a comprehensive efficient and effective administration and clerical service to the Medicine and Emergency Care Clinical Board. Responsibilities.
- Contributes to the efficient running of the department/directorate providing personal administration support to the Director of Operations, Clinical Board Chair and senior members of the team.
- To provide a full administrative service to the Directorate Management meetings, including organisation, drafting agendas, as well as attending/taking minutes.
- Providing high quality administrative support across the directorate as required to ensure the directorate meets its objectives.
- To co-ordinate and maintain an efficient administration process for the handling of complaints coming into the department.
- Responsibility and co-ordination for Patient Advice and Liaison Service (PALS) queries for the Directorate, co-ordinating, assisting and organising actions and responses.
- Ensuring systems filing is managed in an efficient and timely fashion
- To deal with enquiries in an effective and efficient manner and to collaborate with members of the Executive team, medical, nursing, pharmacy, laboratory and other staff in the maintenance of effective communications.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person specification
Qualifications & Education
Essential criteria
- ECDL, RSA 3 or equivalent IT Skills to include office software packages
- English Language GCSE Grade 4 (or equivalent) or above
Knowledge & Experience
Essential criteria
- Extensive previous experience in a secretarial and or administrative role including delivering a high-quality administrative service, effectively managing competing demands from a variety of stakeholders and acting as the first point of contact for queries into the team ensuring they are dealt with effectively and efficiently
- Acting as the first point of contact for the team, arranging meetings, responding to a wide range of queries and dealing effectively with the public
Desirable criteria
- Experience of minuting meetings Experience of administration or secretarial support within the NHS
- Knowledge of NHS working practices
Skills & Abilities
Essential criteria
- Excellent communication and interpersonal skills – able to communicate across a multi-disciplinary team
- Excellent organisational skills and the ability to prioritise tasks
Values I Behavioural I Attitudes
Essential criteria
- Must be approachable and diplomatic
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Angela Clasper
- Job title
- Admin Services Manager
- Email address
- [email protected]
- Telephone number
- 01912829579
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