Personal Assistant

Job description

Job responsibilities

Responsible for all aspects of secretarial support, and for ensuring that accurate work is completed within the time limits and standards set. Working to optimum in terms of efficiency and organisation

Take appropriate action from messages received and ensure that all information is transmitted to relevant parties or actioned appropriately.

Co-ordinates a comprehensive administration and secretarial service - prioritising, delegating, organising departmental workloads

To work closely with the other Personal Assistants to ensure consistency across the Directorate, peer support and absence cover arrangements are in place

Produce high quality reports within agreed deadlines as required

To undertake office duties including complex diary management and e-mail management, opening and distributing mail.

Production and collation of complex and sensitive documents to include composing and typing letters and other documentation as required

To assist as appropriate on any local projects, ensuring that they are undertaken with minimal disruption and maximum communication.

To arrange away days or conferences as delegated.

Facilitate meetings, investigations, disciplinaries, including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking

Ensure actions resulting from all meetings and other working parties are time lined and undertaken

To source and precis information as required

Ensure that the Trusts Standing Financial Instructions are adhered to at all times in relation to petty cash, requisitioning and receipting of goods.

To monitor and order stock and non-stock items as required

To work within the provisions of the Trust Health and Safety Policy, with responsibility for health and safety in relation to admin staff supervised and common areas to ensure that a safe working environment is maintained for staff, patients and visitors and to ensure that the Trusts assets are secure at all times.

To suggest changes to and implement local health and safety procedures.

To manage the Health and Safety Workbook under the provision of the Trusts Health and Safety policy in relation to admin staff and site common areas

Train and supervise the admin secretarial staff, providing daily support and advice in relation to duties and responsibilities

Undertake regular 1:1 supervision sessions and annual Personal Appraisal and Development reviews (PAD)with administration, secretarial staff.

Ensure all administration, secretarial and reception staff undertake essential training appropriate to their role.

Monitor and manage the sickness and absence for admin, secretarial and staff and keep up-to-date staff records on all aspects of human resource management in line with Trust policy.. .

To be involved in the recruitment of staff and ensure local inductions are carried out for new starters to the team.

To suggest best practice in liaison with the Line Manager, in relation to implementing new systems and processes for both admin and clinical staff.

To participate in own appropriate training courses or updates in accordance with mandatory requirements and/or individual Personal Development plans

To be able to work flexibly and provide cover which may include the requirement to travel to different sites

Arranging, typing and collation of My annual Review and reviews of staff ensuring timelines are adhered to.

To undertake any other duties that would be a reasonable expectation of the role

Person Specification

Qualifications

Essential

• Possession of a recognized leadership/management qualification to Foundation Degree level or significant recent leadership management experience
• Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or significant leadership experience, which will include management of staff including complex issues such as change management and conflict issues
• Typing/word processing qualification to RSA/OCR III standard or equivalent skill level

Work Experience

Essential

• Dealing with people to maintain a high level of customer care
• Extensive knowledge of working to senior manager level
• Experience of working in a busy office environment
• Extensive knowledge of Microsoft Office
• Understanding of the data protection act and maintaining strict confidentiality
• Accurate minute taking skills essential to internal and external meetings and HR investigation/disciplinaries

Desirable

• Audio typing working experience
• Working with computer databases
• Previous NHS experience
• Working knowledge of Patient Information Systems

Aptitudes / Skills

Essential

• Excellent communication skills
• Ability to work on own initiative
• Excellent telephone manner
• Excellent organisational skills
• Experience of working without supervision for protracted periods
• Excellent time management skills

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

Nottinghamshire Healthcare NHS Foundation Trust

Address

Mandala Centre

Gregory Boulevard

Nottingham

NG7 6LB

Employer's website

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