Personal Assistant to Directors

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.

Person Specification

Qualifications

Essential

• RSA III / Diploma level qualification in Word processing and shorthand or equivalent in typing/word-processing.
• NVQ 4 in Business Administration or equivalent experience.
• English language 'O' level/GCSE or equivalent.
• Willingness to undertake additional training as necessary.
• Audio Typing

Desirable

• Shorthand RSA III.
• Shorthand skills of at least 60wpm

Experience

Essential

• Relevant experience with all Microsoft 'Office' packages.
• Relevant secretarial experience
• Experience in working with senior managers and in managing confidential issues and matters.
• Excellent organisational and time management skills
• Experience of co-ordinating and collaborative working.

Desirable

• Diary Management including electronic diary management
• Previous experience in a medical or NHS setting.

Skills

Essential

• Excellent organisational skills.
• Diary management skills.
• Ability to take and produce formal minutes of meetings at a senior management level
• Ability to adapt to change and to develop services and systems to meet changing requirements.
• Excellent communication skills both written and verbal
• To be able to travel without the use of public transport to participate in meetings and training in other parts of the county

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.

Employer details

Employer name

Lincolnshire Partnership NHS Foundation Trust

Address

Trust HQ, St George's

Long Leys Road

Lincoln

LN1 1FS

Employer's website

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