PA to Matrons/Deputy Divisional Nurses

The Personal Assistant to the Matrons, Deputy Divisional Nurses and Divisional Nurses is responsible for providing a comprehensive, confidential and high-quality administrative and secretarial service to the senior nursing leadership team within the Neurology Directorate. The postholder will play a key role in supporting the effective operational management of the Directorate, ensuring that administrative systems, communications and governance processes are delivered efficiently and to a high standard. The postholder will manage complex and demanding diaries, arranging appointments, meetings and events, ensuring effective prioritisation of senior nursing management time. They will coordinate meetings from inception to completion, including booking venues, preparing and distributing agendas and supporting documentation, attending meetings where required, taking accurate minutes and maintaining action logs to ensure actions are completed within agreed timescales. The role requires the postholder to act as a central point of contact for the Matrons, Deputy Divisional Nurses and Divisional Nurses, managing telephone calls, emails, correspondence and enquiries from a wide range of internal and external stakeholders. The postholder will use judgement and initiative to deal with enquiries appropriately, escalating issues where necessary and ensuring urgent matters are brought to the attention of the relevant manager. The postholder will prepare, draft and distribute a variety of documents including correspondence, reports, presentations, meeting papers, briefing documents and other communications on behalf of the senior nursing team. They will ensure documentation is accurate, professionally presented and produced within required timescales. The role includes responsibility for maintaining efficient filing and record management systems, both electronic and paper-based, ensuring information is stored securely and managed in accordance with Trust policies, Information Governance requirements and data protection legislation. The postholder will regularly handle highly confidential and sensitive information relating to patients, staff and organisational matters. The postholder will support the Directorate's governance and quality agenda through the administration and coordination of governance meetings, action plans, audits, quality improvement initiatives and reporting requirements. They will assist with monitoring actions arising from meetings and reviews, ensuring progress is tracked and reported appropriately. The role also supports workforce and operational management processes including recruitment administration, induction arrangements, training records, annual leave monitoring, sickness reporting, staff databases and other workforce-related activities. The postholder will be required to produce and maintain spreadsheets, databases and reports to support performance monitoring and operational management. The postholder will work independently, managing competing priorities and a varied workload whilst maintaining a high level of accuracy and attention to detail. They will be expected to demonstrate excellent organisational, communication and interpersonal skills and develop effective working relationships with clinical teams, managers, corporate services and external organisations. The postholder will contribute to service improvement and the efficient operation of the Neurology Directorate by identifying opportunities to improve administrative processes, supporting implementation of new systems and ensuring administrative practices remain effective and responsive to service needs. The role is essential to the effective functioning of the senior nursing leadership team and provides the administrative infrastructure required to support operational management, workforce oversight, governance processes, service improvement activity and the delivery of high-quality patient services across the Neurology Directorate.