Please Note: The application deadline for this job has now passed.
Job Introduction
The Personal Assistant/Secretary to Heads of Service is a pivotal member of the 111 team at DHU Healthcare, supporting senior leaders as they focus on strategic tasks by handling essential administrative duties like scheduling, communication, and meeting preparation. You will ensure smooth operations, support cross-departmental collaboration, and contribute to patient safety, directly enhancing the efficiency and effectiveness of the business.
In this role you will provide essential administrative and secretarial support, managing the diary, scheduling meetings, arranging travel, and preparing reports and presentations. You will handle communication, including emails and phone calls, ensuring timely and accurate information flow. Under the guidance of the Head of Performance you will coordinate meetings, organize events, and maintain filing systems, while also supporting team training and seeking additional tasks to optimise team efficiency. This role will also see you contribute to patient safety by reporting risks and incidents and liaise with internal and external healthcare professionals to ensure smooth operations across departments.
Location: Oldbury
What DHU can offer you:
Competitive salary: £25,146 pa
Generous annual leave entitlement: Standard 25 days + 8 bank holidays, increasing with service up to 33 days + 8 bank holidays. Pro Rata/ Per Annum
Employee benefits:
As part of our team at DHU Healthcare, we believe in rewarding you, our colleague, for your hard work and dedication to providing the very best in patient care. As part of our team, you can enjoy a host of benefits to enhance your wellbeing.
Health Cash Plan: We take care of your health and wellbeing with health cash plans provided through Westfield Health. A health cash plan allows you to claim money back, up to set limits, towards the cost of your essential healthcare, as well as providing access to
valuable health and wellbeing services.
NHS Pension Scheme: Rest assured knowing your future is secure with our NHS pension scheme. Already an NHS employee? We acknowledge your continuous service and commitment to healthcare excellence, allowing you to bring your existing pension pot and holiday allowance with you!
Car Lease Scheme: DHU has teamed up with NHS Fleet Solutions to offer a salary sacrifice scheme for colleagues. As part of our citizenship commitment and active approach to reducing our carbon footprint, we can provide you with lease options on a brand-new hybrid or electric car.
Enhanced Maternity/Paternity Leave: We understand the importance of family, which is why we offer enhanced maternity and paternity leave to support you during this special time in your life, supported by a robust Family Friendly policy.
Referral Programme: Share the benefits of working at DHU with your network and you can earn cash rewards through our Employee Referral Programme.
Birthday Leave Guarantee: Birthday leave isn't compulsory; it's entirely up to you! We can’t always celebrate with you, so whether you choose to take the day off and indulge in a well-deserved break or prefer to work and save your leave for another time, the decision is yours to make!
A typical day will see you provide:
Confidential Secretarial Support: Provide administrative assistance to the Heads of Service, including handling sensitive information.
Diary Management: Maintain the Heads' schedules, ensuring they have relevant documentation and are well-prepared for meetings and appointments.
Travel and Meeting Arrangements: Book travel and accommodation as needed, and organize meetings, including preparing agendas, distributing paperwork, and ensuring smooth meeting logistics.
Communication: Handle emails, telephone calls, and correspondence on behalf of the Heads, ensuring messages are relayed accurately and efficiently.
Meeting Support: Capture and track action points from meetings, set up rooms (including technical connectivity and refreshments), and tidy rooms afterward.
Filing and Record Keeping: Organize and maintain filing systems, ensuring documents and records are easily accessible.
Reporting and Presentations: Prepare reports, briefing papers, and presentations as needed.
External Event Coordination: Assist with the organisation of external events.
Cross-Departmental Communication: Communicate with internal staff and management, as well as external healthcare professionals, local health services, social services, and other related organisations.
Patient Safety: Contribute to safety protocols by reporting any identified risks or incidents in the appropriate systems (e.g., Datix).
Team Support and Training: Assist in training new staff and proactively seek additional tasks to ensure the efficient running of the team.
To be a successful Personal Assistant, you’ll need:
- GCSE English/Maths or equivalent
- Proficient in the use of Microsoft Office and IT literate
- Previous significant Secretarial experience
- Demonstrable organisational skills
- Competence in office system development & maintenance
- Accuracy and attention to detail
- Prepared to participate in service development
- Highly effective communication skills at all levels
- Excellent and effective organisational, diary & time management and administrative skills
- Confidentiality, discretion and tact
- Proven team player
- Proactive and able to work autonomously
- Committed to continual personal development
- Positive approach and effect with a willingness to learn
We understand that digital applications may not be suitable for everyone. If you need to apply in a different way that better meets your needs, please reach out to us, and we will gladly accommodate your application in a format that works for you. For more details about our recruitment process, contact our team of talent acquisition professionals by emailing: 111HRRecruitmentTeam@DHUHealthCare.nhs.uk
At DHU HealthCare we pride ourselves on our diverse workforce, and we remain committed to ensuring every person, in each of our teams, can bring their true selves to work without risk or fear of discrimination. As such, we would welcome applications from diverse audience representing the communities we continue to serve.
We proudly embrace forces-friendly practices and dedicate unwavering support to our Veterans/Service Leavers; Reservists; Cadet Force Adult Volunteers and military spouses/partners, fostering a workplace that values their unique skills and contributions.