Job summary
An exciting opportunity has arisen for an experienced candidate to provide PA and admin support to the Oxleas Children & Young People's Directorate Management Team. This post will cover the Child & Adolescent Mental Health Service, acting as the PA to the Clinical Director, Associate Director and Service Manager.
The post holder will be responsible for providing full PA service, working as part of a friendly, supportive team of other experienced PAs within the Admin Team. You will also be confident using aspects of Microsoft Word incl. Outlook, Excel, PowerPoint, and MS Teams. The PA will be responsible for maintaining calendars and organising meetings, including booking venues, catering, collating and circulating papers. You will also feel confident in producing high quality minutes for a range of meetings each month.
The Directorate Management Team oversees services in both physical and mental health across all three boroughs (Bexley, Bromley and Greenwich).
This role is a key part of the wider admin team. You will work closely with the Administration Manager, other PAs and colleagues, interacting in a friendly and efficient manner and share in covering workloads and answering telephones as required. In return, we will offer a thorough induction as well as ongoing support from the Admin Manager, including opportunities for professional development relevant to the role.
Please note this vacancy is office based at Memorial Hospital, Shooters Hill.
Main duties of the job
- To provide full PA service to Associate Director and other members of the Directorate Management Team. Construct letters, reports and e-mails on behalf of the Associate Director/Clinical Director at their request or upon own initiative, using appropriate Microsoft software.
- To be responsible for the maintenance of electronic diaries, arranging appointments as necessary.
- To take responsibility for planning and arranging meetings.
- Producing and circulating agendas, supporting papers and minutes.
- Producing high quality minutes.
- You will also support with some data processing and the preparation of reports.
- This role requires the PA to liaise with key stakeholders across all boroughs, co-ordinating meetings and managing diaries being key functions within the role relating to the activities of the Directorate.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.
We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're
- We Listen
- We Care
Job description
Job responsibilities
- To be the first point of contact for designated Senior Managers, dealing with enquiries in a proactive manner, initiating action for approval of the line manager. Judgement skills required and solution proposing for complex enquiries. This will include liaising with service users, parents/carers, commissioners, staff and other external organisations.
- To maintain an up-to-date knowledge of, and ensure compliance with, the full range of Trust administrative policies monitor/screen all telephone calls to designated Senior Managers and maintain an efficient system to ensure messages are forwarded to appropriate personnel within the directorate in a timely manner. In particular, ensure complaint calls are dealt with in an efficient and professional manner, as this could involve complex sensitive information from a range of people/service users/parents/carers including staff, external people and organisations, therefore negotiating skills are required.
- Work on own initiative, proactively dealing with and managing queries on behalf of the designated senior manager, seeking to resolve these without the need to escalate where appropriate.
- Filter, emails and correspondence for designated senior managers as required, initiating action or redirecting to the most appropriate person.
- Liaise and co-ordinate workloads with senior managers proactively suggesting areas of priority.
- Effective diary management; scheduling/prioritising appointments both regular and adhoc meetings with internal and external persons; arranging 1:1s and PDRs for direct reports of designated Senior Manager(s), and managing diary conflicts in advance, using initiative and negotiation skills. Maintain and update efficient use of relevant IT systems, including Microsoft Word, Powerpoint, Excel, Outlook calendar, databases and RIO, Healthroster, Datix and Cardea.
- Manage and maintain effective filing and data systems, both manual and electronic.
- Provide high quality presentations, create template designs and write up flip charts and process maps using appropriate software.
- Ensure all correspondence is dealt with in a corporate style.
- Support designated Senior Managers in producing required information and reports.
- Typing of comprehensive and confidential reports, letters, e-mails, presentations, etc, by copy or audio.
- Organise forums, events and conferences including staff away-days as required, which could be complex, including organizing speakers and planning of the programme.
- Maintain the directorate database/systems relevant for governance stream.
- Analyse and produce reports to support the meetings.Co-ordinate diaries, book rooms and organise refreshments as required.
- Prepare agendas, plan, organise, attend and produce minutes for meetings to support the director/service manager, ensuring that actions are followed up as appropriate and proactively chase accordingly. Proactively ensure that minutes/notes of meetings are authorised and distributed within the agreed timescale.
- Be responsible for co-ordinating an orientation programme for new members of staff within the DMT as directed.
- Complete all statutory and mandatory training requirements relevant to post.
- Participate in own 1:1 meetings & PDP development including own training and development
Job description
Job responsibilities
- To be the first point of contact for designated Senior Managers, dealing with enquiries in a proactive manner, initiating action for approval of the line manager. Judgement skills required and solution proposing for complex enquiries. This will include liaising with service users, parents/carers, commissioners, staff and other external organisations.
- To maintain an up-to-date knowledge of, and ensure compliance with, the full range of Trust administrative policies monitor/screen all telephone calls to designated Senior Managers and maintain an efficient system to ensure messages are forwarded to appropriate personnel within the directorate in a timely manner. In particular, ensure complaint calls are dealt with in an efficient and professional manner, as this could involve complex sensitive information from a range of people/service users/parents/carers including staff, external people and organisations, therefore negotiating skills are required.
- Work on own initiative, proactively dealing with and managing queries on behalf of the designated senior manager, seeking to resolve these without the need to escalate where appropriate.
- Filter, emails and correspondence for designated senior managers as required, initiating action or redirecting to the most appropriate person.
- Liaise and co-ordinate workloads with senior managers proactively suggesting areas of priority.
- Effective diary management; scheduling/prioritising appointments both regular and adhoc meetings with internal and external persons; arranging 1:1s and PDRs for direct reports of designated Senior Manager(s), and managing diary conflicts in advance, using initiative and negotiation skills. Maintain and update efficient use of relevant IT systems, including Microsoft Word, Powerpoint, Excel, Outlook calendar, databases and RIO, Healthroster, Datix and Cardea.
- Manage and maintain effective filing and data systems, both manual and electronic.
- Provide high quality presentations, create template designs and write up flip charts and process maps using appropriate software.
- Ensure all correspondence is dealt with in a corporate style.
- Support designated Senior Managers in producing required information and reports.
- Typing of comprehensive and confidential reports, letters, e-mails, presentations, etc, by copy or audio.
- Organise forums, events and conferences including staff away-days as required, which could be complex, including organizing speakers and planning of the programme.
- Maintain the directorate database/systems relevant for governance stream.
- Analyse and produce reports to support the meetings.Co-ordinate diaries, book rooms and organise refreshments as required.
- Prepare agendas, plan, organise, attend and produce minutes for meetings to support the director/service manager, ensuring that actions are followed up as appropriate and proactively chase accordingly. Proactively ensure that minutes/notes of meetings are authorised and distributed within the agreed timescale.
- Be responsible for co-ordinating an orientation programme for new members of staff within the DMT as directed.
- Complete all statutory and mandatory training requirements relevant to post.
- Participate in own 1:1 meetings & PDP development including own training and development
Person Specification
Education
Essential
- NVQ Level 3 or equivalent experience
- Experience of working as a PA providing full range secretarial support
- GCSE Level Education inc. Maths and English
- Taking and producing minutes to a high standard
Experience
Essential
- Worked within NHS or similar large organisation
- Minimum 2 years secretarial work for Senior Management
Desirable
- Experience of working as part of a team and good team player
- Self Motivated
Knowledge
Essential
- Computer Literacy using Microsoft Package inc. Word, Excel, Powerpoint and Teams
- Experience in extensive diary management
- Experience in data manipulation and reporting using a range of IT systems
Person Specification
Education
Essential
- NVQ Level 3 or equivalent experience
- Experience of working as a PA providing full range secretarial support
- GCSE Level Education inc. Maths and English
- Taking and producing minutes to a high standard
Experience
Essential
- Worked within NHS or similar large organisation
- Minimum 2 years secretarial work for Senior Management
Desirable
- Experience of working as part of a team and good team player
- Self Motivated
Knowledge
Essential
- Computer Literacy using Microsoft Package inc. Word, Excel, Powerpoint and Teams
- Experience in extensive diary management
- Experience in data manipulation and reporting using a range of IT systems
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.
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).
Additional information
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.
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).
