Job summary We are offering an exciting opportunity within Imaging UHCW for you to be Senior PA to the Head of Operations and the senior management team in Imaging. We are seeking a candidate with secretarial experience, who has demonstrated the ability to work effectively as part of a team. The ideal candidate will have experience in taking formal minutes, understanding governance structures, and working in customer-facing roles. Advanced decision-making and problem-solving skills are essential, as is experience in delivering training and supporting staff. The role requires excellent planning, organisational, and administrative skills, along with strong verbal and written communication abilities. The successful candidate will be adept at persuading, negotiating, and influencing others, possess excellent numerical and analytical skills, and have an empathetic approach to managing enquiries. Proficiency in Microsoft Office packages is also required. For more information or to arrange an informal visit, please contact either David White, Head of Operation Imaging on 02476 967101 Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested. Main duties of the job You will provide comprehensive administrative and secretarial support to the Head of Operations - Imaging and the Imaging Senior Management Team. This role involves resolving day-to-day problems independently, making informed decisions, and ensuring standards and targets are met. The Senior PA will act as a source of advice and guidance, coordinate agendas and minutes, and manage confidential, complex, and sensitive information. The post holder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion, upholding high professional and ethical standards at all times. The postholder will be expected to understand of a range of work procedures and practices, which require expertise within administration services, underpinned by theoretical knowledge and relevant practical experience. About us University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK. We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do. Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare. We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk) By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team. The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values. Date posted 20 February 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year per annum Contract Permanent Working pattern Full-time Reference number 218-AC-B5-7025311 Job locations University Hospitals Coventry & Warwickshire Clifford Bridge Road Coventry CV2 2DX Job description Job responsibilities Meetings 1. Provide full meeting facilitation for a range of formal meetings across the Imaging Department and Network as required. 2. Attend meetings, taking and transcribing complex minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level. 3.Maintain a corporate style for departmental meetings including templates, agendas, papers, minutes. 4. Maintain strict confidentiality relating to Imaging business, in particular ensuring that papers and minutes are only circulated to authorised persons and are stored and archived securely electronically. 5. Maintain meeting attendance records, action logs and schedules of business, progress and chase actions as required. 6. Book meeting rooms and facilities for meetings, ensuring that rooms are suitably organised. 7. Monthly collation, co-ordination and recording additional reporting claims for Consultants, ensuring strict confidentiality and timely submission to payroll. Administration 1. Provide an efficient and comprehensive secretarial and clerical service to the nominated Head of Operations and Imaging Senior Management Team on a day-to-day basis. 2. In a courteous and professional manner, respond positively and promptly to enquires and incoming calls. Deal with routine enquiries relating to activities of the team. Take the appropriate course of action as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable. 3. Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the Complaints Department or appropriate. 4. Set up and maintain effective office systems and procedures to support the efficient running of the work of the team. Undertake filing and photocopying as necessary ensuring all relevant documents are accurately and appropriately archived. Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming mail. Ensure that all relevant papers are available for meetings. 5. Responsible for organising and maintaining the smooth running of the Head of Operations and Imaging Senior Management Team diaries, this will include maintaining and co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way. 6. Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence. 7. Work closely with colleagues across the Trust to facilitate the efficient operation of the Head of Operations and Imaging Senior Management Team. 8. Organise events as required, taking charge of all catering arrangements and invitations. 9. Communicate effectively Head of Operations and Imaging Senior Management Team through a variety of communication methods. Assist with the dissemination of information to the Department. Other 1. Ensure that all Trust wide standards are maintained and monitored to improve the quality of total care to all who come into contact with services provided by University Hospitals Coventry and Warwickshire NHS Trust. 2. Participate in appraisals and personal reviews and work to achieve agreed set objectives. 3. Participate in appropriate training and development activities. 4. Undertake any other duties as required, in accordance with the grade and nature of the post. For further details of the role please see the attached job description. Job description Job responsibilities Meetings 1. Provide full meeting facilitation for a range of formal meetings across the Imaging Department and Network as required. 2. Attend meetings, taking and transcribing complex minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level. 3.Maintain a corporate style for departmental meetings including templates, agendas, papers, minutes. 4. Maintain strict confidentiality relating to Imaging business, in particular ensuring that papers and minutes are only circulated to authorised persons and are stored and archived securely electronically. 5. Maintain meeting attendance records, action logs and schedules of business, progress and chase actions as required. 6. Book meeting rooms and facilities for meetings, ensuring that rooms are suitably organised. 7. Monthly collation, co-ordination and recording additional reporting claims for Consultants, ensuring strict confidentiality and timely submission to payroll. Administration 1. Provide an efficient and comprehensive secretarial and clerical service to the nominated Head of Operations and Imaging Senior Management Team on a day-to-day basis. 2. In a courteous and professional manner, respond positively and promptly to enquires and incoming calls. Deal with routine enquiries relating to activities of the team. Take the appropriate course of action as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable. 3. Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the Complaints Department or appropriate. 4. Set up and maintain effective office systems and procedures to support the efficient running of the work of the team. Undertake filing and photocopying as necessary ensuring all relevant documents are accurately and appropriately archived. Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming mail. Ensure that all relevant papers are available for meetings. 5. Responsible for organising and maintaining the smooth running of the Head of Operations and Imaging Senior Management Team diaries, this will include maintaining and co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way. 6. Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence. 7. Work closely with colleagues across the Trust to facilitate the efficient operation of the Head of Operations and Imaging Senior Management Team. 8. Organise events as required, taking charge of all catering arrangements and invitations. 9. Communicate effectively Head of Operations and Imaging Senior Management Team through a variety of communication methods. Assist with the dissemination of information to the Department. Other 1. Ensure that all Trust wide standards are maintained and monitored to improve the quality of total care to all who come into contact with services provided by University Hospitals Coventry and Warwickshire NHS Trust. 2. Participate in appraisals and personal reviews and work to achieve agreed set objectives. 3. Participate in appropriate training and development activities. 4. Undertake any other duties as required, in accordance with the grade and nature of the post. For further details of the role please see the attached job description. Person Specification Qualifications Essential See supporting documents Desirable See supporting documents Experience Essential See supporting documents Desirable See supporting documents Knowledge Essential See supporting documents Skills Essential See supporting documents Person Specification Qualifications Essential See supporting documents Desirable See supporting documents Experience Essential See supporting documents Desirable See supporting documents Knowledge Essential See supporting documents Skills Essential See supporting documents 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name University Hospitals Coventry and Warwickshire NHS Trust Address University Hospitals Coventry & Warwickshire Clifford Bridge Road Coventry CV2 2DX Employer's website https://www.jobsatuhcw.co.uk (Opens in a new tab)