Job summary
The role requires an experienced Personal Assistant with the ability to provide an efficient professional secretarial and administrative service on a daily basis to the Medical Leadership at Rampton Hospital.
Main duties of the job
Working as an integral member of a team of Personal Assistants supporting the High Secure Medical Leadership Team, providing a high level efficient, comprehensive, and confidential personal assistant service to 2 of the 4 Clinical Directors and providing cross cover when necessary.
To ensure effective, confidential, administration, secretarial and organisational support is provided to the Associate Medical Director and Clinical Directors to enable them to work to their optimum in terms of efficiency and organisation.
To provide support, oversight and the coordination of reports, agendas, minutes and papers for internal and external meetings to ensure they are prepared and circulated in a timely manner.
Manage the coordination of procurement and ordering of equipment/provisions.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Job description
Job responsibilities
Responsible for all aspects of personal assistant support, working to optimum levels in terms of efficiency and organisation.
Produce high quality reports within agreed deadlines, as required.
To undertake office duties including complex diary management and email management, opening and distributing mail.
Operation of brought forward systems, dealing with telephone calls and enquiries.
Production and collation of complex and sensitive documents.
To coordinate internal and external visits to the service.
To deal with enquiries/visitors including senior staff members, Trust Board members and other visiting professionals.
To compose and type letters and other documentation, as required.
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 prcis information, as required.
Ensure sickness, study and annual leave is recorded on the Electronic Staff Record (ESR) system.
To monitor and circulate team reports with regards to training, Personal Appraisal and Development (PAD), and any other database.
To monitor and order stock and non-stock items, as required.
Booking courses, accommodation and travel requests.
To coordinate away days, conferences and other events, as required.
Arranging, typing and collation of My Annual Review and reviews of staff ensuring timelines are adhered to.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
To work effectively both independently and as a team member.
Responsible for own Essential Training requirements.
To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
To undertake any other duties that would be a reasonable expectation of the role.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Please note that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Job description
Job responsibilities
Responsible for all aspects of personal assistant support, working to optimum levels in terms of efficiency and organisation.
Produce high quality reports within agreed deadlines, as required.
To undertake office duties including complex diary management and email management, opening and distributing mail.
Operation of brought forward systems, dealing with telephone calls and enquiries.
Production and collation of complex and sensitive documents.
To coordinate internal and external visits to the service.
To deal with enquiries/visitors including senior staff members, Trust Board members and other visiting professionals.
To compose and type letters and other documentation, as required.
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 prcis information, as required.
Ensure sickness, study and annual leave is recorded on the Electronic Staff Record (ESR) system.
To monitor and circulate team reports with regards to training, Personal Appraisal and Development (PAD), and any other database.
To monitor and order stock and non-stock items, as required.
Booking courses, accommodation and travel requests.
To coordinate away days, conferences and other events, as required.
Arranging, typing and collation of My Annual Review and reviews of staff ensuring timelines are adhered to.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
To work effectively both independently and as a team member.
Responsible for own Essential Training requirements.
To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
To undertake any other duties that would be a reasonable expectation of the role.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Please note that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Person Specification
Qualifications - Academic / Craft / Professional
Essential
- oTyping/word processing qualification to RSA/OCR III standard or equivalent skill level
- oKnowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or significant practical experience of working to senior management, which will include complex diary management and decision making
Desirable
Training
Essential
- oMicrosoft Office i.e. Database, Excel, Word, Powerpoint
- oMinute taking
Experience
Essential
- oScheduling/ Diary Management
- oMinute Taking
- oAbility to work as an effective team member
- oExperience of working in a customer-facing role.
- oHigh Level Microsoft Office software
- oPrevious experience of working in an office environment
Desirable
- oExperience of working within the NHS
Knowledge
Essential
- oComputer literacy including word, excel, outlook, database
- oMaintain electronic records/information on computer
Skills
Essential
- oExcellent interpersonal/communication skills, including excellent written and oral skills
- oAdministrative skills
- oGood numeracy and literacy skills
- oExcellent telephone manner
- oGood interpersonal skills
- oNumerate
Person Specification
Qualifications - Academic / Craft / Professional
Essential
- oTyping/word processing qualification to RSA/OCR III standard or equivalent skill level
- oKnowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or significant practical experience of working to senior management, which will include complex diary management and decision making
Desirable
Training
Essential
- oMicrosoft Office i.e. Database, Excel, Word, Powerpoint
- oMinute taking
Experience
Essential
- oScheduling/ Diary Management
- oMinute Taking
- oAbility to work as an effective team member
- oExperience of working in a customer-facing role.
- oHigh Level Microsoft Office software
- oPrevious experience of working in an office environment
Desirable
- oExperience of working within the NHS
Knowledge
Essential
- oComputer literacy including word, excel, outlook, database
- oMaintain electronic records/information on computer
Skills
Essential
- oExcellent interpersonal/communication skills, including excellent written and oral skills
- oAdministrative skills
- oGood numeracy and literacy skills
- oExcellent telephone manner
- oGood interpersonal skills
- oNumerate
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.
