What are the responsibilities and job description for the Personal Assistant/ Secretary to Head of Department position at Freeman Hospital?
Employer heading
Personal Assistant/ Secretary to Head of Department
Band 4
Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.
Job Overview
The Cellular Pathology Laboratory, part of the Integrated Laboratory Medicine (ILM) Directorate, seek an enthusiastic and suitably qualified Personal Assistant.
This role involves working closely with consultant pathologists and senior management, alongside laboratory staff. The ability to work independently, with high attention to detail following policies and procedures for the department is essential. The successful candidate will be able to demonstrate excellent communication skills, flexibility, reliability and must have an organised approach to work.
This role is varied, with ad-hoc demands therefore post holders must possess excellent time management and planning skills. This position provides the opportunity to work within a very supportive and welcoming team and to further develop existing knowledge and skills. Previous experience working within a similar role is desirable.
Main duties of the job
You will be part of a friendly team within Cellular Pathology providing comprehensive administration and PA support to the Clinical Director in ILM and the Heads of Department in Cellular Pathology. You will be essential to the smooth running of services and take an active role improving processes and promoting quality improvement.
This is a varied role and includes supporting with ordering of supplies, directorate wide communication, co-ordinating and minuting senior management meetings and maintaining and organising directorate wide documentation. A key responsibility will be the maintenance of NHS systems such as the use of ESR and Medirota.
Service provision will be required at the RVI on a full time basis Monday to Friday.
Working for our organisation
Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Detailed Job Description And Main Responsibilities
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person specification
Qualifications
Essential criteria
Essential criteria
Essential criteria
All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.
Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
Name Emma Jones Job title Administration Manager Email address e.jones108@nhs.net Telephone number 0191 2824329
Personal Assistant/ Secretary to Head of Department
Band 4
Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.
Job Overview
The Cellular Pathology Laboratory, part of the Integrated Laboratory Medicine (ILM) Directorate, seek an enthusiastic and suitably qualified Personal Assistant.
This role involves working closely with consultant pathologists and senior management, alongside laboratory staff. The ability to work independently, with high attention to detail following policies and procedures for the department is essential. The successful candidate will be able to demonstrate excellent communication skills, flexibility, reliability and must have an organised approach to work.
This role is varied, with ad-hoc demands therefore post holders must possess excellent time management and planning skills. This position provides the opportunity to work within a very supportive and welcoming team and to further develop existing knowledge and skills. Previous experience working within a similar role is desirable.
- Interview Date: 24 April 2025
- 37 hours 30 minutes/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
You will be part of a friendly team within Cellular Pathology providing comprehensive administration and PA support to the Clinical Director in ILM and the Heads of Department in Cellular Pathology. You will be essential to the smooth running of services and take an active role improving processes and promoting quality improvement.
This is a varied role and includes supporting with ordering of supplies, directorate wide communication, co-ordinating and minuting senior management meetings and maintaining and organising directorate wide documentation. A key responsibility will be the maintenance of NHS systems such as the use of ESR and Medirota.
Service provision will be required at the RVI on a full time basis Monday to Friday.
Working for our organisation
Our staff oversee around 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
- Freeman Hospital
- Royal Victoria Infirmary (RVI)
- Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
- Newcastle Dental Hospital
- Newcastle Fertility Centre
- Northern Centre for Cancer Care, North Cumbria
- Northern Genetics Service
- Cramlington Manor Walks
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Detailed Job Description And Main Responsibilities
- Provide a comprehensive efficient and effective administration and clerical service to the Clinical Director and Heads of Department.
- Provide full administrative services to the Directorate Management meetings, including organisation, drafting minutes and attending / taking minutes.
- Managing consultant absences, communicating clearly within the team and across services.
- Deals with enquiries in an effective and efficient manner and to collaborate with members of the Executive team, clinical board and other staff in the maintenance of effective communications
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person specification
Qualifications
Essential criteria
- RSA 3 (or equivalent)
Essential criteria
- Excellent interpersonal and communication skills
- Organisational skills
- Confidentiality
- Attention to detail
- Ability to prioritise
- Policy implementation
- Ability to organise meetings and conferences
Essential criteria
- Knowledge of all office procedures
- Administrative and senior secretarial experience in a busy NHS Department
- IT skills - word processing, spreadsheet management, databases and mail merge
- Knowledge of medical terminology
- Developing or modifying databases
All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.
Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.
Employer certification / accreditation badges
Documents to download
- Personal Assistant / Secretary to Head of Department JDPS (PDF, 203.7KB)
- PA/HoD B4 Role Descriptor (PDF, 72.4KB)
- Newcastle Staff Benefits (PDF, 274.4KB)
- Behaviour and Civility Charter (PDF, 93.8KB)
Further details / informal visits contact
Name Emma Jones Job title Administration Manager Email address e.jones108@nhs.net Telephone number 0191 2824329
