Job summary
An exciting opportunity has arisen for a personal assistant role in the Community Care Senior Management Team. You will use your administrative skills and experience to support the Deputy Divisional Directors. You will be organised and have the ability to multi-task and prioritise. You will be an experienced administrator with good digital skills, excellent at taking minutes and some knowledge of working within the NHS is desirable but not essential and training and support will be given,
Whilst this role is based at Brighton General Hospital, flexible working is available with the understanding that you are able to meet the needs of the service too by being at base or other venues within the service to support meetings or other staff as required. Whilst your main role will be supporting the Community Care leadership team, you will be required to provide cover and support for the other senior administrators and PAs working with the Heads of Service and Deputy Heads of Service.
This is a diverse role allowing you to develop a range of different skills andparticipate on projects and service developments. It would suit an experienced administrator with a desire to progress skills and knowledge within the NHS.
Main duties of the job
As an experienced personal assistant you will be highly organised and have strong attention to detail.
The role requires someone who is diligent, friendly and capable. Someone who is self-motivated, a good communicator and always striving for the best for the patients.
You have experience managing large amounts of data and will be skilled in the use of digital/ IT systems, including the use of electronic patient records,. Confident use of microsoft packages, are a must, as is the ability to lead others, manage change and the ability to work to tight deadlines, remaining calm under pressure. You will be proactive in organising meetings, agendas and be able to take clear and accurate minutes,
About us
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?o Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trusto Beautiful Sussex location near the South Downs and coast
Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Job description
Job responsibilities
The Personal Assistant provides a comprehensive administrative support service a team of senior managers and directors.
They will act as a point of contact for the team, carry out diary management, the organisation of events and meetings, preparing and formatting documents and presentations to a high standard, carry out payroll and absence monitoring administration, order supplies and ensure the working environment is tidy, safe and welcoming. provide support and cover to the other senior administrators and PAs in the service.
Develops administrative procedures related to the senior management team.
Organises meetings, away days or training days. Organises conference-style or engagement events involving external stakeholders and members of the public.
Books venues, organises publicity and carries out all administration.
Authorised to place orders for stationary and other supplies.
Respond directly to queries and requests for information or refer to an appropriate manager as appropriate.
Proof-reads, formats and finishes correspondence, reports and presentations that are visually attractive and have a high standard of readability and for members of the Senior Management Team using Microsoft Office software.
Manages diaries for members of the Senior Management Team, taking the initiative to prioritise appointments and commitments where possible or referring back to the diary holder when necessary.
Receives queries and requests for advice from administrative support staff across the division and responds to these in a supportive and constructive way.
Attends meetings and takes formal minutes or notes. Writes up and circulates minutes and meeting notes in agreed timeframes.
Ensures all incoming and outgoing post is processed promptly.
Completes and returns attendance records for the senior management team and acts as a point of contact for payroll and recruitment queries.
Job description
Job responsibilities
The Personal Assistant provides a comprehensive administrative support service a team of senior managers and directors.
They will act as a point of contact for the team, carry out diary management, the organisation of events and meetings, preparing and formatting documents and presentations to a high standard, carry out payroll and absence monitoring administration, order supplies and ensure the working environment is tidy, safe and welcoming. provide support and cover to the other senior administrators and PAs in the service.
Develops administrative procedures related to the senior management team.
Organises meetings, away days or training days. Organises conference-style or engagement events involving external stakeholders and members of the public.
Books venues, organises publicity and carries out all administration.
Authorised to place orders for stationary and other supplies.
Respond directly to queries and requests for information or refer to an appropriate manager as appropriate.
Proof-reads, formats and finishes correspondence, reports and presentations that are visually attractive and have a high standard of readability and for members of the Senior Management Team using Microsoft Office software.
Manages diaries for members of the Senior Management Team, taking the initiative to prioritise appointments and commitments where possible or referring back to the diary holder when necessary.
Receives queries and requests for advice from administrative support staff across the division and responds to these in a supportive and constructive way.
Attends meetings and takes formal minutes or notes. Writes up and circulates minutes and meeting notes in agreed timeframes.
Ensures all incoming and outgoing post is processed promptly.
Completes and returns attendance records for the senior management team and acts as a point of contact for payroll and recruitment queries.
Person Specification
Qualifications
Essential
- School leaving qualification (GCSE or equivalent) in maths and English language or able to demonstrate equivalent competence.
- NVQ Level 3 or equivalent qualification in business administration.
Experience
Essential
- Working in an office environment where a large and diverse range of callers and visitors are received.
- Arranging meetings and events, including co- ordinating diaries, booking venues, papers and directions.
- Experience of administrative, clerical work and secretarial work
- Stock control and ordering supplies.
- Communicating effectively with a diverse range of people.
Desirable
- Developing or contributing to the development of administrative or office procedures.
Skills
Essential
- A good understanding of customer care and able to demonstrate how to put this into practice in everyday situations.
- Able to organise complex events, ensuring a range of elements and people are brought together at the same time and on budget.
- Able to work as part of a team and ensure that senior managers or clinical leaders are well- supported and not required to frequently get involved in administrative matters.
- Able to write clear, concise procedures, guidance notes and meeting minutes or notes.
- Advanced skills in using Microsoft Office software to create attractive and well laid-out documents and presentations. Able to use Microsoft Outlook for diary, workload and email management.
- Fast, accurate keyboard skills.
- Able to carry out basic calculations using Microsoft Excel.
Other Requirements
Essential
- Ability to work flexibly and respond positively to change
Person Specification
Qualifications
Essential
- School leaving qualification (GCSE or equivalent) in maths and English language or able to demonstrate equivalent competence.
- NVQ Level 3 or equivalent qualification in business administration.
Experience
Essential
- Working in an office environment where a large and diverse range of callers and visitors are received.
- Arranging meetings and events, including co- ordinating diaries, booking venues, papers and directions.
- Experience of administrative, clerical work and secretarial work
- Stock control and ordering supplies.
- Communicating effectively with a diverse range of people.
Desirable
- Developing or contributing to the development of administrative or office procedures.
Skills
Essential
- A good understanding of customer care and able to demonstrate how to put this into practice in everyday situations.
- Able to organise complex events, ensuring a range of elements and people are brought together at the same time and on budget.
- Able to work as part of a team and ensure that senior managers or clinical leaders are well- supported and not required to frequently get involved in administrative matters.
- Able to write clear, concise procedures, guidance notes and meeting minutes or notes.
- Advanced skills in using Microsoft Office software to create attractive and well laid-out documents and presentations. Able to use Microsoft Outlook for diary, workload and email management.
- Fast, accurate keyboard skills.
- Able to carry out basic calculations using Microsoft Excel.
Other Requirements
Essential
- Ability to work flexibly and respond positively to change
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.
