Job summary
As our current PA will be leaving -- we invite applications to provide secretarial support to the Hospital Senior Leadership Team and CDG2 (surgical) at Heartlands Hospital.
Your responsibilities will include attendance at meetings to include Board and committees where you will produce accurate minutes, prepare reports / letters and reply to correspondence. Additionally, you will proactively manage the diaries and/or inboxes of leaders within the Heartlands Senior Leadership team.
As a valued member of this team, your workload will be varied and often challenging as deadlines are often time sensitive - being able to multitask in an efficient manner whilst remaining confidentiality will be key to your success.
Ideally, you will have experience working within the NHS -- yet we would welcome applications from those who have worked in a similar PA capacity with evidence of providing all round secretarial duties including the preparation, circulation of meeting papers, accurate minute taking and follow up actions, as well as diary management for a busy Director or senior leader. You will support the Executive Director with signing off complaints and ordering of supplies and receipting invoices.
If you think we have described, you and you believe you have the skills and ability to succeed apply today.
Please contact Rachel Ayris, Executive Assistant to Hospital Executive Director, Heartlands Hospital on 0121 424 0411 or rachel.ayris@uhb.nhs.uk
Main duties of the job
To provide a comprehensive and full range of administration / co-ordination service, working in conjunction with colleagues, service users and stakeholders to provide an efficient service
To provide a professional secretarial service to managers; to include correspondence, reports, presentations and other documents
To take minutes at required meetings. To produce and circulate minutes, following up on action points agreed during the meetings. Arranging the venue and ensure all members are informed of the date, time and location.
To directly manage manager's diaries / electronic schedules on their behalf; operating a robust bring forward system
Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel to produce letters, presentations, reports and other relevant correspondence
To undertake typing which may include touch type from audio and / or copy type from written documentation which may include letters, emails, reports and any other correspondence as required
To distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for action and information.
Provide reciprocal cover for Administration Team during annual leave and sickness absence
Receiving and dealing with telephone enquiries as appropriate.
Any other duties as directed by the Executive Assistant and / or the Senior Management team
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
Details Date posted
02 June 2025
Pay scheme
Agenda for change
Band
Band 4
Salary
£26,530 to £29,114 a year
Contract
Permanent
Working pattern
Full-time, Flexible working
Reference number
304-9008086
Job locations
Heartlands Hospital
Bordesley Green E
Birmingham
West Midlands
B9 5SS
Job description Job responsibilities
Please note for a specific detailed job description for this vacancy please see attached job description.
Job description Job responsibilities
Please note for a specific detailed job description for this vacancy please see attached job description.
Person Specification Qualifications Essential
* * 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 Essential
* * Experience of working in a secretarial / administrative role with a proven track record of problem solving
* * Experience of taking minutes (where required) at meetings with Senior Managers.
* * Able to work under pressure and to multi-task
* * Ability to work to deadlines and to prioritise workload and manage time effectively.
Person Specification Qualifications Essential
* * 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 Essential
* * Experience of working in a secretarial / administrative role with a proven track record of problem solving
* * Experience of taking minutes (where required) at meetings with Senior Managers.
* * Able to work under pressure and to multi-task
* * Ability to work to deadlines and to prioritise workload and manage time effectively.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such 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.
Employer details Employer name
University Hospitals Birmingham NHS Foundation Trust
Address
Heartlands Hospital
Bordesley Green E
Birmingham
West Midlands
B9 5SS
Employer's website
https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)
Employer details Employer name
University Hospitals Birmingham NHS Foundation Trust
Address
Heartlands Hospital
Bordesley Green E
Birmingham
West Midlands
B9 5SS
Employer's website
https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)
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