We run three busy hospital sites at Peterborough, Huntingdon and Stamford and provide outpatient services in two community hospitals in Ely and Doddington. Our 6,000 staff serve a growing population of 750,000 across North Cambridgeshire and Lincolnshire.

As a larger organisation we have increased opportunities to enhance services, ensuring we provide the best patient experience and clinical outcomes. For our staff this means they can experience a wide and varied career within the one organisation. We offer a real commitment to supporting your career in an environment where your skills and ideas are valued, where you are supported in developing your full potential and where your individual contribution is recognised, respected and rewarded.

Job overview

Based at Peterborough City Hospital, but be prepared to work across both sites as and when required. You will be required to provide an effective and comprehensive PA support to the Triumvirate, and other senior managers within the Maternity Leadership Team.

Previous applicants need not apply.

Main duties of the job

The Maternity Admin Team are recruiting an experienced Personal Assistant to work in our busy office at Peterborough City Hospital. 

The role will be busy and varied, providing comprehensive PA support to the Maternity Leadership Team, 

The role will include extensive diary management, arranging and preparing for meetings, taking minutes, and general administration tasks.

This role would suit someone who is able to demonstrate excellent communication skills, both written and verbal and have excellent organisational and IT skills. The ideal candidate will have a positive, can-do attitude and be able to work flexibly. You will be able to manage your own workload, ensuring all deadlines are met.

If you possess the above skills and are looking for an interesting and diverse role then this role could be for you.

Working for our organisation

Agile Working

We recognise the need to develop modern working practices to enable our employees to maximise their performance and productivity whilst maintaining a good work life balance and so have adopted an Agile working methodology as outlined within our Agile and Flexible Working Policy. 

Agile working options are automatically considered for all roles within the Trust and options are detailed on the Agile Working Matrix attached to this post. Talk to the recruiting manager about what this means in practice for you. 

Detailed job description and main responsibilities

  • To provide efficient and comprehensive PA/secretarial support to the Maternity Leadership Team. 
  • To assess, prioritise and action own workload, and delegate work appropriately.
  • To autonomously assess priorities and action correspondence on behalf of the Maternity Leadership Team, compiling letters and responding on their behalf as appropriate.
  • Respond to telephone enquiries and emails using personal judgment to action and problem solve appropriately.
  • Maintain an accurate, open electronic diary system for the Maternity Leadership Team, coordinating schedules, arranging meetings and acting as liaison point for all parties concerned.
  • To oversee communications within the Division.
  • To ensure MPA and sickness are processed on ESR in a timely manner. 
  • Manage annual leave, study leave and sickness leave for Senior Managers and Consultants within Maternity Services Division.
  • Prepare agendas and collate relevant attachments, attend meetings and take minutes and action trackers for Divisional meetings, including the monthly Clinical Business Unit meetings and the Divisional Leadership Board. Ensure the venues are appropriate and agendas and minutes are distributed in a timely manner. 
  • When required take notes and minutes of highly confidential and sensitive meetings, e.g. disciplinary/grievance meetings
  • Ensure the senior management team are reminded of key deadlines and timescales for key pieces of work and planning.
  • Communicate with Payroll and HR regarding pay and other ad-hoc queries and issues.
  • Communicate with Directors, medical staff, managers and other staff within North West Anglia NHS Foundation Trust, other hospitals and outside organisations on a regular basis, taking messages, organising meetings, acting on actions and dealing with issues/queries appropriately.
  • Ensure all Alerts are actioned appropriately. 

    • Person specification

    Education and Qualifications

    Essential criteria

  • GCSE Maths and English (A to C) or equivalent
  • NVQ Level 3 or equivalent experience
  • RSA Typing/word processing qualification or experience

    • Experience

    Essential criteria

  • Previous Admin Experience
  • Experience of working with staff at all levels
  • Diary management experience
  • Preparation for meetings and minute taking
  • Understanding the importance of maintaining confidentiality

    • Desirable criteria

  • Previous experience of working in the NHS
  • Experience of Managing staff
  • Good understanding of Governance processes

    • Skills and Knowledge

    Essential criteria

  • Excellent Communication skills; both written and verbal
  • Excellent Organisational skills
  • Able to prioritise own workload effectively and efficiently
  • Proficient in using Microsoft Office
  • Ability to multi-task
  • Good, accurate typing speed

    • Personal Qualities

    Essential criteria

  • Be able to work flexibly
  • Be prepared to work across sites as and when required
  • Ability to work under pressure and meet deadlines
  • Good previous attendance record
  • Able to demonstrate behaviours consistent with the Trusts Values and Behaviours
  • Awareness and respect for colleagues, patients and relatives cultural, religious and emotional needs and beliefs
  • Professional appearance and behaviour
  • A positive attitude towards change

    • COVID-19 Vaccinations

    All individuals should receive COVID-19 vaccinations and boosters to protect themselves and others unless they are exempt from doing so. if you have not yet received a COVID-19 vaccination, we strongly advise you to do so as soon as possible. Click here to book:nhs.uk/conditions/coronavirus-covid-19/coronavirus-vaccination/

    If the role you are applying for requires a DBS Check and you are not on the update service or the role is not eligible for a free fast track service, you will be charged for the cost of the check. The cost of the check is currently £42 for an enhanced check and £22 for a standard check or basic check.

    We reserve the right to close adverts earlier than the closing date should we receive sufficient applications.

    Employer certification / accreditation badges