Personal Assistant

Job description

Job responsibilities

Job Purpose

As Personal Assistant you will provide a high standard of personal assistance and secretarial support to the Executive Directors enabling efficient operation of their portfolios whilst ensuring the utmost confidentiality at all times.

The post holder will require effective planning, organisation and communication skills and will be responsible for ensuring pro-active and responsive daily management of diaries, emails, phone calls and other correspondence.

The post holder will provide secretariat for key meetings and committees (both virtual and in person) producing minutes and summary notes, managing action trackers, agreeing agendas, collating and distributing papers to required timescales, noting apologies / attendance and responding to associated enquiries.

The post holder will be required to demonstrate excellent organisational and administrative skills and have the ability to work independently using high levels of discretion, judgement and critical analysis.

Part of this fast paced role will require the post holder to be an effective communication link between internal and external stakeholders.

The post holder will be expected to adopt a flexible approach to suit the variable and developing workload in the Corporate Office.

There may be times when the post holder will be required to work at other locations.

Dimensions

Be committed to working and engaging constructively with internal and external stakeholders on a range of issues.

Nurture key relationships and monitor networks internally and externally.

Present a professional, welcoming and helpful image to staff, other organisations and the public.

Be aware of the complex, potentially contentious and highly sensitive environment in which the Executive Directors operate to ensure the effective and appropriate use of their time through prioritising appointments, dealing with correspondence and dealing with staff, both internal and external.

Develop and maintain close collaboration and co-operation with the wider Executive Team, working at all times to achieve set standards.

Ensure all communication is dealt with in a timely, efficient manner and that deadlines are met, taking action, where appropriate, in the absence of the Executive Directors.

Produce correspondence, reports, and other documents to a high standard and with due respect for confidentiality and corporate style being highly proficient with the Microsoft suite of products.

Key Responsibilities

Analytical and Practical Judgement

Provide and receive, sensitive and contentious information/complex facts which require the analysis, interpretation and comparison of a range of options and make judgements based on the information/facts.

Deal with sometimes complex enquiries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. On occasions this may involve handling a caller who is upset or aggressive.

Undertake/support specific project and ad hoc work on behalf of the Executive Directors and/or the Executive Assistant as required.

Planning and Organisation

Manage the Executive Directors diaries, coordinating and prioritising appointments, highlighting changing priorities, emphasising areas of concern/potential conflict and ensuring that there is effective communication to all relevant parties and to make all necessary arrangements, including travel.

Maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up actions and giving position statements prior to meetings taking place.

Manage all incoming and outgoing mail on behalf of the Executive Directors. To distribute mail for action, prepare draft responses, follow up action and make a record of any actions taken.

To review and where appropriate, action all incoming email on behalf of the Executive Directors in a timely manner.

To service and minute the meetings of the Boards Committees ensuring that the minutes and papers are issued in a timely manner and in accordance with CityCares governance processes.

Maintain efficient forward planning and follow up systems, ensuring that responses are received, and deadlines met.

Drafting presentations.

Provide cover for colleagues during periods of absence and annual leave.

Ensure the Executive Directors are fully briefed on events and scenarios as they arise, determining the priority of the issues and obtaining and collating the information needed to enable them to make informed decisions.

Policy and Service Development

Propose changes to own work to ensure it aligns to the work of Executive Directors for the enhancement of service delivery.

Financial and Physical Resources

Ensure that levels of stationery/office supplies are maintained in order that the office can run smoothly at all times.

Human Resources

Ensure that HR and pay related processes and schedules are followed at all times. This includes the notification of staff changes, leavers and absence information for the Executive Directors teams.

Work closely with the immediate team and others to contribute to the continuous development of working methods and standards.

Information Systems

Ensure that all documentation (manual and digital) is efficiently and effectively dealt with including operating a forward planning system.

Maintain and continually contribute to the development of office systems and procedures to ensure efficient and effective support.

Take and transcribe formal meeting minutes and update the electronic meeting record system.

Develop and maintain comprehensive filing systems, both paper and electronic, ensuring efficient and effective retrieval of documents, and systems that are catalogued and accessible.

Other Role Specific Duties

To work flexibly, including occasional instances of work prior to the start of the day or after the end of the normal working day if required

Able to work at other locations if required.

Conduct any other reasonable duties commensurate with the role and requested by an Executive Director.

Demonstrate the values and behaviours of the organisation at all times.

Act as an ambassador for Nottingham CityCare Partnership at all times.

Learning and Development

Attend statutory and essential training updates as required.

Undertake training as necessary in line with the development of the post and as agreed with the Executive Assistant/Corporate Office Manager as part of the personal development process.

Identify own learning needs and jointly plan training requirements.

Participate in CityCares appraisal process to discuss how your role will help deliver the best possible care to our patients.

Person Specification

Qualifications

Essential

• Degree or equivalent experience relevant to this post.

Desirable

• PA/EA Diploma.
• NVQ Level 3 in Business and Administration or similar.

Skills & Attributes

Essential

• Advanced knowledge of standard office administrative practices and procedures.
• Excellent written and verbal communication skills.
• High level of interpersonal skills and the ability to communicate complex issues and work effectively with a wide range of staff at all levels of seniority.
• Highly developed problem solving skills and ability to respond to sudden unexpected demands.
• Excellent organisational abilities and attention to detail.
• Ability to provide and receive sensitive or sometimes contentious information.
• Skills for communication on complex, matters and difficult situations, requiring persuasion and influence.
• Ability to motivate and influence others.
• Ability to understand complex information and present this clearly and concisely both in verbal and written format.
• Ability to work under pressure and meet deadlines.
• Work proactively with a high degree of autonomy and on own initiative.
• Proficient in the use of the Microsoft suite of products.
• Excellent minute taking skills.

Experience

Essential

• Recent substantial experience of working as a PA at Director/Senior Manager level.
• Experience of coordinating multiple tasks with competing demands simultaneously.
• Experience of working to very tight deadlines.
• Experience of servicing and taking minutes at high level Committee meetings.

Desirable

• Experience of working in a similar role in healthcare.
• Project management.

Employer details

Employer name

Nottingham CityCare Partnership CIC

Address

Aspect House, Aspect Business Park

26 Bennerley Road

Bulwell

Nottinghamshire

NG6 8WR

Employer's website

https://www.nottinghamcitycare.nhs.uk/ (Opens in a new tab)