Job Summary
We are looking for an experienced personal assistant to support a friendly team of directors and senior managers at Heartlands Hospital, mainly within Women’s and Children’s Services with a focus on Maternity services.
Responsibilities
* Diary and email management; act as key point of contact, organising internal and external meetings and related correspondence.
* Take minutes at high‑level directors’ meetings and follow up actions.
* Accurately collate high‑level presentations and reports.
* Support wider office management duties, including typing, report writing, draft correspondence and photocopying.
* Arrange meeting venues, issue invites, prepare and distribute agendas, minutes, reports and related papers.
* Organise travel arrangements and perform daily diary management for assigned directors.
* Deal with queries and instigate appropriate action for complex and sensitive information.
* Create and maintain an efficient filing system.
* Carry out other secretarial duties such as scanning, printing, emailing, purchase orders, maintaining office equipment.
Qualifications
* GCSE or equivalent pass in English Language and Maths (A-C/4‑9).
* Business Administration NVQ level 3 or equivalent experience in an administrative environment.
* RSA II typing or equivalent word processing competency level.
Experience
* Previous secretarial/administrative role with proven problem‑solving track record.
* Experience of taking minutes at senior management meetings.
* Ability to work under pressure, multi‑task and meet deadlines.
Desirable Experience
* Experience in an office environment.
* Experience in a healthcare environment.
Additional Criteria
* Confidence to work with staff at all levels.
* Strong written and verbal communication skills.
* Full range secretarial/administrative skills including e‑mailing, scanning, photocopying.
* Good keyboard and IT skills.
* Excellent organisational and time‑management skills.
* Understanding of confidentiality principles and ability to apply them.
* Team‑working ability and good working relationships.
* Initiative and ability to work independently.
* Motivated and reliable.
* Understanding of equality and diversity.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A Disclosure and Barring Service check will be required.
Compensation and Working Hours
Band 4 – £28,392.00 to £31,157.00 per year (Agenda for Change).
Full‑time, permanent.
Working hours: Monday to Friday, 08:00–16:00 / 08:30–16:30 / 09:00–17:00.
Flexible working arrangements available.
Location
Heartlands Hospital, Bordesley Green E, Birmingham, West Midlands, B9 5SS.
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