The Personal Assistant to the Matrons, Deputy Divisional Nurses and Divisional Nurses provides comprehensive administrative and secretarial support to the senior nursing leadership team within the Neurology Directorate. The postholder is responsible for managing diaries, coordinating meetings, preparing agendas and minutes, handling correspondence, maintaining records and supporting a range of operational, governance and workforce processes. Acting as a key point of contact for internal and external stakeholders, the role ensures the smooth and efficient running of administrative functions, enabling the nursing leadership team to focus on the delivery of high-quality patient care, service improvement and operational management. The postholder will work independently, managing competing priorities while maintaining confidentiality, professionalism and high standards of organisational support across the Directorate.
Provide comprehensive administrative and PA support to the Matrons, Deputy Divisional Nurses and Divisional Nurses within the Neurology Directorate. Manage complex diaries, arrange meetings, coordinate appointments and ensure effective use of senior management time.
Prepare and distribute agendas, meeting papers, minutes and action logs. Act as a key point of contact for staff, patients and external organisations, managing telephone calls, emails and correspondence in a professional and timely manner.
Draft letters, reports, presentations and other documentation on behalf of the senior nursing team. Maintain accurate electronic and paper filing systems in accordance with Information Governance and Trust policies.
Support governance, quality and operational processes through the administration of meetings, action plans, audits and reporting requirements. Assist with workforce administration including recruitment, induction, training records, annual leave and sickness monitoring.
Produce and maintain spreadsheets, databases and performance reports. Prioritise and manage a varied workload, working independently and using initiative to resolve issues and respond to changing service demands. Liaise with clinical, managerial and corporate teams to support the efficient operation of services across the Neurology Directorate.
The Walton Centre NHS Foundation Trust is the only NHS trust to hold dual accreditation for the Investors in People. We invest in people and we invest in wellbeing standards and have been awarded Gold status for both. The Walton Centre is a leader in the treatment and care of neurology and neurosurgery, placing the patient and their family at the heart of everything we do. As the only specialist hospital trust in the UK dedicated to providing comprehensive neurology, neurosurgery, spinal and pain management services we are proud to be rated as an Outstanding Trust by the Care Quality Commission (CQC), and champion change throughout the field of neuroscience. Originally formed in 1992, the Trust received Foundation Trust status in 2009.
With around 1,450 staff, The Walton Centre treats more than 127,000 outpatients and 18,000 inpatients each year. We have leading specialists and incredibly dedicated staff delivering excellent clinical outcomes for brain, spinal and neurological care nationally and internationally. Teams across our site in Fazakerley, Liverpool, offer a world-class service in diagnosing and treating injuries and illnesses affecting the brain, spine and peripheral nerves and muscles, and in supporting people suffering from a wide range of long-term neurological conditions.
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.
