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- Tasks: Support senior managers by managing diaries, coordinating meetings, and ensuring smooth operations.
- Company: Join a dynamic healthcare Trust focused on improvement and collaboration.
- Benefits: Enjoy a supportive team environment with opportunities for career development and work-life balance.
- Why this job: Make a real difference in patient care while building strong relationships across teams.
- Qualifications: GCSEs and experience in senior administrative roles are essential.
- Other info: Be part of a Trust that values diversity and supports staff development.
The predicted salary is between 30000 - 40000 £ per year.
We’re excited to offer this opportunity within our Admin & Clerical workforce. As part of our new Transfer Window process, we’re making it easier for colleagues to move into roles where their skills are needed most. This approach helps us fill vacancies quickly and supports career development across the Trust.
Eligibility
Only UHD colleagues who hold a substantive contract (permanent or fixed-term) and whose current role is within the Admin & Clerical staff group are eligible to express interest in the Transfer Window and be considered for this role.
How to apply:
Please do not apply via Trac. Instead, complete the Expression of Interest (EOI) form using this link - Transfer Window Form – Fill in form. The form includes a short skills assessment to help us match your experience to the role.
We are seeking a highly organised and motivated Personal Assistant to join the Outpatients Directorate at UHD. This is a busy and varied role supporting senior managers within a large directorate that is delivering a significant improvement plan focused on clear priorities and collaborative change. No two days are the same. You will manage complex diaries, coordinate and prepare meetings, juggle competing priorities, and help ensure services run smoothly for patients and staff. The pace is fast, but you will be part of a supportive and friendly team that works hard, values collaboration, and takes pride in delivering high-quality services. This is a rewarding opportunity to build strong relationships across clinical and corporate teams and contribute to meaningful service improvements.
We are looking for someone who is highly organised, detail-focused, calm under pressure, and confident in their communication. You should enjoy working as part of a team and contributing positively to the working culture. In return, we offer a role where you can make a real difference within a Trust that values its staff, supports development, and promotes teamwork and work-life balance.
Main duties of the job
- Providing comprehensive PA support to the Outpatients Senior Leadership Team
- Managing complex diaries, meetings, and correspondence
- Preparing agendas, papers, presentations, and minutes for meetings
- Acting as a key point of contact for internal and external stakeholders
- Handling sensitive information with professionalism and discretion
Working for our organisation
UHD are investing, developing and transforming Trust services in line with the New Hospital Programme. As part of this, some services may move site this year or next, either temporarily or permanently. Recruiting Managers will be happy to answer any service-specific questions at interview. If a role or service relocates as part of a planned move, excess mileage will not be reimbursed. Travel from home to the new work base will be classed as a normal commute. Any other changes will be managed under Trust or national terms and conditions. UHD has active networks including Women’s, BAME, Pride, EU, Pro Ability, and Armed Forces. We support Disability Confident and Armed Forces Covenant interview schemes. AI tools may be used, but applications must honestly reflect your own skills and experience. Integrity is key to our recruitment process.
Qualifications
- Educated to GCSE standard NVQ Level 3 in Customer Service / Management of Administration or equivalent knowledge base
Experience
- Previous experience in senior secretarial / administrative positions in a busy and demanding environment
Technical Skills/Competencies
- Excellent technical skills in Microsoft Office
- Audio typing skills
- Proficient keyboard skills
- Excellent organisational skills
- Organising, attending and administering corporate meetings
- Taking minutes at corporate/senior level committee meetings
- Competent in use of e-mail and web-based technology
Knowledge
- Demonstrable experience of work in a senior supporting role
Other requirements specific to the role
- Excellent interpersonal skills
- Very high level of communication skills
- Able to work on own initiative
- Capable of prioritising work and be able to refer queries onwards
- The individual must be welcoming, friendly and helpful at all times
- Ability to look and plan ahead
- Access to a car with appropriate insurance for movement between sites as part of role
Person specification
Qualifications
- Essential criteria: Educated to GCSE standard NVQ Level 3 in Customer Service / Management of Administration or equivalent knowledge base
- Desirable criteria: NVQ 4 or equivalent A Level in two subjects
Experience
- Essential criteria: Previous experience in senior secretarial / administrative positions in a busy and demanding environment
- Desirable criteria: Previous hospital experience Two years as a PA in a large/medium sized organisation
Technical Skills Competencies
- Essential criteria: Excellent technical skills in Microsoft Office
- Audio typing skills
- Proficient keyboard skills
- Excellent organisational skills
- Organising, attending and administering corporate meetings
- Taking minutes at corporate/senior level committee meetings
- Competent in use of e-mail and web-based technology
- Desirable criteria: Understands workforce statistics and planning. Board or senior committee agenda setting and minute taking
Knowledge
- Essential criteria: Demonstrable experience of work in a senior supporting role
Other requirements specific to the role
- Essential criteria: Excellent interpersonal skills
- Very high level of communication skills
- Able to work on own initiative
- Capable of prioritising work and be able to refer queries onwards
- Access to a car with appropriate insurance for movement between sites as part of role
Personal Assistant - Outpatient Directorate Senior Leadership Team4 in Poole employer: University Hospitals Dorset
Contact Detail:
University Hospitals Dorset Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Personal Assistant - Outpatient Directorate Senior Leadership Team4 in Poole
✨Tip Number 1
Get to know the team! Before your interview, try to connect with current employees on LinkedIn or through professional networks. This will give you insights into the team culture and help you tailor your responses during the interview.
✨Tip Number 2
Practice makes perfect! Prepare for common interview questions related to being a Personal Assistant. Think about how you can showcase your organisational skills and ability to handle pressure. Role-play with a friend to boost your confidence.
✨Tip Number 3
Show off your tech skills! Since this role requires excellent Microsoft Office skills, be ready to discuss specific examples of how you've used these tools in previous roles. Maybe even bring a portfolio of your work to demonstrate your capabilities.
✨Tip Number 4
Don’t forget to express your enthusiasm! During the interview, let them know why you’re excited about the opportunity at UHD. Share how you align with their values and how you can contribute to their mission of delivering high-quality services.
We think you need these skills to ace Personal Assistant - Outpatient Directorate Senior Leadership Team4 in Poole
Some tips for your application 🫡
Get to Know the Role: Before you start filling out the Expression of Interest form, take a moment to really understand what the Personal Assistant role involves. Familiarise yourself with the key responsibilities and think about how your skills match up. This will help you tailor your application to show us why you're the perfect fit!
Be Specific in Your Skills Assessment: When you get to the skills assessment part of the EOI form, don’t hold back! Use specific examples from your past experiences that highlight your organisational skills, ability to manage complex diaries, and any relevant administrative tasks you've handled. We want to see how you can bring value to our team!
Show Off Your Communication Skills: Since this role requires excellent communication, make sure your written application reflects that. Keep it clear, concise, and professional. A well-structured application will demonstrate your attention to detail and ability to communicate effectively, which is crucial for a Personal Assistant.
Apply Through Our Website: Remember, we want you to apply through our website using the Transfer Window Form. It’s super easy! Just follow the link provided in the job description. This way, your application goes directly to us, and we can get started on reviewing it right away!
How to prepare for a job interview at University Hospitals Dorset
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of a Personal Assistant within the Outpatient Directorate. Familiarise yourself with managing complex diaries, preparing meeting agendas, and handling sensitive information. This will help you demonstrate your knowledge and show that you're ready to hit the ground running.
✨Showcase Your Organisational Skills
During the interview, be prepared to discuss specific examples of how you've successfully managed competing priorities in previous roles. Highlight your ability to stay calm under pressure and how you’ve ensured smooth operations in busy environments. This is crucial for a role that demands excellent organisational skills.
✨Communicate Confidently
As a Personal Assistant, strong communication skills are key. Practice articulating your thoughts clearly and confidently. Be ready to explain how you've effectively communicated with both internal and external stakeholders in the past. This will reassure the interviewers that you can handle the demands of the role.
✨Prepare Questions for Them
Interviews are a two-way street! Prepare thoughtful questions about the team dynamics, the improvement plan mentioned in the job description, and how success is measured in this role. This shows your genuine interest in the position and helps you assess if it's the right fit for you.