Lincolnshire Partnership NHS Foundation Trust

Personal Assistant to Directors

This job is now closed

Job summary

If you are a motivated and enthusiastic Personal Assistant, with experience of providing support at a senior level, we have an exciting opportunity for you, based at our Trust's Headquarters.

This role will require high levels of confidentiality, attention to detail and the ability to work in a fast moving, and sometimes highly pressurised environment.

Applicants must have the ability to work on their own initiative, with little supervision, but at the same time play an integral role in the wider executive administration team, offering support to colleagues, and others, where required. Experience of formal minute taking is essential.

This is a full time position based at Trust Headquarters in Lincoln.

We offer a fantastic benefits package including a minimum of 27 days holiday (plus bank holidays), NHS pension scheme, and access to staff wellbeing services.

For any further information regarding this role, please contact Amy Poole, Office Manager and Executive Assistant to Chief Executive on 01522 309203 or via email amy.poole1@nhs.net.

Closing date for applications is 3 December 2023 and interviews will be held on 14 December 2023. Previous applicants need not apply.

Main duties of the job

To provide efficient and effective secretarial and administrative support to the Executive Team and specifically to two executive directors.

To provide efficient and effective administrative and minuting support to Board Committee and subgroup meetings.

The post holder will be expected to act on their own initiative and provide cross cover/support for other team members as necessary, in order to facilitate effective service function.

About us

Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,800 staff, and serving a population of over 766,000, our people lie at the heart of everything we do.

You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England, in an area heralded as a fantastic place to live and work. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this!

We are also leading the way in transforming care, with multi-million-pound transformation of patient environments and radical redesign of community services.

This is the time to join and help redesign our services of the future. We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.

Date posted

17 November 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

274-10462-COR

Job locations

Trust HQ, St George's

Long Leys Road

Lincoln

LN1 1FS

Job description

Job responsibilities

To produce accurate, high quality correspondence, reports and other documents, many of which are non-routine, as required using digital systems (Micrsoft Teams and office packages).

To provide a full and efficient secretarial and clerical service to Directors, including dealing with incoming and outgoing mail (both by electronic and postal means).

To ensure good communication flows, both internally and externally, on behalf of the Directors.

Develop a positive working relationship with Directors and put in place key systems to enable the Directors to have access to all necessary documentation, when working on and off site

Handle incoming and outgoing telephone calls in a polite and efficient manner, responding appropriately to callers including Trust staff, system partners, regulators and external organisations, maintaining strict confidentiality at all times.

To provide and receive sensitive and sometimes potentially contentious information on behalf of the Executive Team in a courteous manner, maintaining confidentiality at all times.

To maintain diaries, to both maximise and ensure most effective use of Directors time, arranging appointments and meetings as necessary and to have the ability to deal with short notice planning and last minute changes.

Receiving, prioritising and organising appropriate action/distribution of incoming and outgoing mail (including e-mail) and monitoring and action as appropriate e-mails received by the Directors.

Maintain all records, both paper and electronic, in accordance with Trust Records and IG procedures and instituting systems and version control maintenance where required.

To provide an efficient and comprehensive administration service for those meetings detailed in this job description, including: preparation and circulation of agendas and supporting documentation and supporting the use of meeting technologies where appropriate.

Attending meetings and producing high quality and timely minutes, ensuring all attendees are clear of any actions that arise from these meetings.

To organise meetings on behalf of Directors and where required, attend meetings and take minutes.

To support the Trusts vision to become paperless and encourage Directors to do the same.

Recognise the importance of maintaining strict confidentiality in respect of information regarding patients and staff and adhere to the Data Protection Act.

Introduce and implement new policies, systems and procedures in relation to the smooth running of the office.

To comply with Health and Safety Policies, reporting all accidents and incidents to the appropriate manager.

To undertake mandatory training and participate in the appraisal process and in suggested initiatives for personal development.

To assist with the recruitment of and supervise an Apprentice, in accordance with policy, and ensure that they undertake mandatory training and participate in the supervision and appraisal process.

To act on behalf of senior staff in their absence by making rapid and accurate assessment of urgent / delicate situations and disseminating or referring for advice to appropriate personnel, as required, in order to ensure deadlines are met.

To be responsible for authorising non-pay budgets as delegated by Directors, as per the Trusts purchasing policy, and ensure that all equipment and resources within the department are maintained and work effectively at all times.

To monitor sickness and absence and complete Healthroster for Director direct reports, producing reports and statistics as required.

Assist the Directors by researching, obtaining and preparing information for the production of reports and other documentation as required.

To provide cover in the absence of PA colleagues to ensure continuity of an efficient and effective administrative service to the Executive Team.

To recognise the need for flexible working and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post, including providing cover for other admin staff within the service.