Personal Assistant to Director & Associate Directors

Oxford Health NHS Trust

The closing date is 17 November 2024

Job summary

We are recruiting for an experienced Personal Assistant at Oxford Health NHS to support our Director of Psychological Professions, Associate Director of Social Work and Social Care, and Associate Director of Quality. This is a full time role based at our Littlemore Mental Health Centre, with flexible hybrid working arrangements available.

This is an exciting and rewarding role where you will be working on a varied portfolio of administrative duties as well as overseeing projects and events across the Trust. You'll manage correspondence, organise meetings and communicate with a wide range of stakeholders including service users, corporate, clinical and executive staff, as well as external agencies.

You'll be proactive in improving the efficiency and performance of the team, offering ideas for process improvements. Strong IT skills are essential; you'll use various systems for managing data, preparing reports, and ensuring that communication flows smoothly within the team and across the wider Trust.

Diplomacy, discretion and confidentiality are paramount to this role where you will be integral to ensuring the smooth operation of portfolios for our senior management.

If you thrive in a fast-paced dynamic environment and have experience working at executive PA level within complex matrixed organisations, we would love to hear from you!

Main duties of the job

Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.
Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints.
Act as first point of contact for all communications to the Director/Associate Directors and deal with all such communications appropriately, including exchange of sensitive information.
Receive and screen incoming mail as agreed, obtaining any relevant background information. On behalf of the Director / Associate Directors (and others as appropriate) prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiates follow up action where necessary and ensure deadlines are met.

Please refer to the job description attached for a comprehensive list of duties

About us

Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application you are encouraged to read the "candidate guide to making an application" which is attached to all roles. Please include details around qualifications (including years these were gained particularly if we need to assess for clinical roles that these are still valid) and ensure that the supporting statement is tailored to the role you are applying for and addresses the essential criteria found in the JD.

As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset. Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible.Our vision is that no matter who you are or where you are, you will tell us that you receive: "Outstanding care delivered by an outstanding team"

Our values are:"Caring, safe and excellent"

At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:

Excellent opportunities for career progression
Individual and Trust wide learning and development
27 days annual leave, plus bank holidays, rising to 33 days with continuous service
NHS Discount
Pension scheme
Lease car scheme
Employee Assistance Programme
Mental Health First Aiders
Staff accommodation (waiting lists may apply)
Staff networking and support groups

Date posted

23 October 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

267-CS6722693

Job locations

Littlemore Mental Health Centre

Oxford

OX4 4XN

Job description

Job responsibilities

Please refer to the job description and guidance notes attached for further information on this role

Job description

Job responsibilities

Please refer to the job description and guidance notes attached for further information on this role

Person Specification

Knowledge

Essential

Knowledge of operational & business issues in the health and social care community

Desirable

Knowledge of NHS and social care services and the roles of the psychological professions / social work

Qualifications

Essential

Professional Secretarial / Administration qualification, such as BTEC or NVQ4 or extensive experience of Secretarial / Administration procedures working with senior manager level and delivering the key result areas described in the job description.

Skills

Essential

Experience of working with senior level staff and in managing confidential issues and matters.
Excellent general office administration skills, including experience of reviewing and developing administrative processes and procedures.
Able to act with minimal guidelines and set targets and standards for self within the parameters of the role.

Desirable

Effective negotiation and influencing skills.

Person Specification

Knowledge

Essential

Knowledge of operational & business issues in the health and social care community

Desirable

Knowledge of NHS and social care services and the roles of the psychological professions / social work

Qualifications

Essential

Professional Secretarial / Administration qualification, such as BTEC or NVQ4 or extensive experience of Secretarial / Administration procedures working with senior manager level and delivering the key result areas described in the job description.

Skills

Essential

Experience of working with senior level staff and in managing confidential issues and matters.
Excellent general office administration skills, including experience of reviewing and developing administrative processes and procedures.
Able to act with minimal guidelines and set targets and standards for self within the parameters of the role.

Desirable

Effective negotiation and influencing 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.