Job summary
We are seeking an experienced PA to provide administration support to Directors/Senior Managers in the Children & Young People's Directorate. The post holder will be responsible for providing a full PA service alongside other PAs within the Admin Team.
Providing high level support producing reports from hand-written notes, verbal dictation, email and internet, together with the ability to use Microsoft Packages, you will also be proficient in using MS Teams.
The PA will be responsible for maintaining calendars, organising meetings, including booking venues and catering, collating and circulating papers from and to a variety of sources. The PA will have the ability to produce high quality minutes from either a combination of face to face or Teams meetings.
The DMT oversees services in both physical and mental health across all 3 boroughs (Bexley, Bromley and Greenwich). This role requires the successful candidate to liaise with key stakeholders across all 3 boroughs, co-ordinating meetings and managing diaries being key functions within the role.
Work as part of the wider administrative team, liaising with the Admin Manager, other PAs, colleagues in a friendly, and efficient manner and to share in covering workloads and answering phones as directed by the Admin Manager.
Please note this vacancy is office based.
There will be the requirement to travel to other bases when requested. Oxleas NHS Trust operates a Probationary Period, further details are available on request.
Main duties of the job
To provide full PA service to Assistant Director, and other members of the Directorate Management Team. Construct letters, reports and e-mails on behalf of the Assistant 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.
External communications with other organisations and stakeholders 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 Fair
- 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, 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/users 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. 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 face to face and teams meetings 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.
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, 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/users 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. 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 face to face and teams meetings 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.
Person Specification
Essential
Essential
- Working as Previous PA for Senior Management
Desirable
- Worked as a PA for a minimum of 3 years or senior secretarial work
Education
Essential
- NVQ up to level 3 or equivalent
- Computer literate with advance knowledge of Microsoft Programmes
- GCSE education inc. Maths and English
Desirable
Skills
Essential
- Take and transcribe accurate formal minutes and identify actions required
- Excellent verbal and written communication skills
- Extensive Diary Management
Desirable
- Ability to work on own initiative
- Ability to work as part of a team
- Shorthand/speedwriting
Personal Qualities
Essential
- Being a good team player
- Self motivated
Person Specification
Essential
Essential
- Working as Previous PA for Senior Management
Desirable
- Worked as a PA for a minimum of 3 years or senior secretarial work
Education
Essential
- NVQ up to level 3 or equivalent
- Computer literate with advance knowledge of Microsoft Programmes
- GCSE education inc. Maths and English
Desirable
Skills
Essential
- Take and transcribe accurate formal minutes and identify actions required
- Excellent verbal and written communication skills
- Extensive Diary Management
Desirable
- Ability to work on own initiative
- Ability to work as part of a team
- Shorthand/speedwriting
Personal Qualities
Essential
- Being a good team player
- Self motivated
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).
