PA to Senior Team

Job description

Job responsibilities

Outline of main job duties/responsibilities.

This text is required as part of the vacancy creation.

This is a new field and will allow candidates with different accessibility requirements to be able to read and understand what the role entails.

If your job description is over the word count you may wish to consider outlining the main & specific responsibilities in the below field and uploading the full job description as a supporting document.

To provide P.A., services to the LCL Director of Operations and senior management team

To manage the diaries of LCL Director of Operations and senior management team

To co-ordinate meetings, booking rooms and refreshments where necessary ensuring that appropriate equipment is available (e.g. audio/visual facilities)

To administer LCL senior management meetings, by preparing and co-ordinating papers for circulation, attending, taking accurate minutes and booking of rooms and refreshments

Produce accurate minutes of meetings for approval by appropriate Chair.

Accurate and well-presented typing and dictation from audio of letters, reports, minutes, general correspondence.

Research, as necessary, and collate relevant information for meetings and other events.

To receive all incoming mail (including email), acquiring any relevant background information and preparing draft responses, as required. Screen to identify appropriate action/referral ensuring that responses and follow-up action is taken where appropriate and within set timescales

Administer all queries into the Director Operations and senior leadership team offices. Manage correspondence and telephone calls internally and externally, in a timely manner, initiate action where possible and report action as appropriate. Employ initiative and ensure that messages and actions are prioritised and brought to the attention of the Head of Administration & Corporate Services as appropriate, with any relevant supporting information

Ensure effective liaison and communication both within LCL, Trusts and externally e.g.: other Trusts, CCGS, are maintained. Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise, by taking appropriate action to resolve the problems or referring to the appropriate person

Organise accommodation and travel arrangements when necessary

Organisation and coordination of events/conferences, as required

Maintain an effective bring forward system, ensuring that deadlines are adhered to and action is taken as appropriate

Undertake self-supervision and effective self-organisation in terms of:-

o Covering for absences of other staff in the corporate office

o Establishing good levels of communication and liaison with other secretaries, senior managers and other departments and hospitals

o Preparation/updating of administrative tools as necessary

Maintenance of required manual and computerised filing systems

Ensure visitors to the office are received in a welcoming and professional manner

Liaise with Executive Directors/Team members and their PAs

The ability and commitment to work as a team member and to adhere to strict deadlines

Maintain a record of sickness and absence for Managers within LCL Senior Team

General office duties, e.g.: photocopying, faxing.

Support the Head of Administration & Corporate Services in:

Induction and supervision of new staff within the Corporate office

Training of new staff when required

Implementing existing policies and procedures

Ordering, receipt and maintenance of general stationery supplies and equipment

Oversee photocopying machine, supplies and servicing

Co-operate fully in the introduction of new technology and of new methods of working as appropriate to the work of a Personal Assistant

Implement any relevant Trust and departmental policies on behalf of LCL Senior Team

Continuously update knowledge of new trends and maintain and improve knowledge and competence, through self-development

Undertake all mandatory training as required by the Trust

Communication & Working Relationships

The post holder will possess excellent communication skills and be able to develop effective working relationships at all levels within all Liverpool Clinical Laboratories sites and with external organisations; he/she will need to ensure that where necessary people are kept informed, and in doing this will need to select the most suitable method of communication in order to ensure that information is communicated in the most effective manner e.g.: face to face. Excellent written and verbal communication skills are essential, as is the ability to listen and absorb information effectively.

The post holder would be expected to respond effectively to varying demands in workload, and to changes within the organisation. As such he/she would be expected to adapt quickly when priorities change, to keep track of own work and that of others to ensure it runs to schedule, to support the objectives of the Liverpool Clinical Laboratories Senior Team. In achieving this, the post holder would need to demonstrate initiative, a commitment to routine tasks, good time management skills, effective planning for meeting papers and efficient organisation of meetings and an ability to work independently when required.

All individuals will have some risk management responsibilities with which you are required to comply, for details of your responsibilities please refer to the current risk management strategy which is available on the intranet and in the local strategies folder.

The post holder shall as necessary provide cover for and undertake duties of absent colleagues.

The post holder shall follow all the policies and procedures of the organisation.

See Job Description for further details.

Person Specification

Qualifications

Essential

• 1 RSA III or equivalent - Typing ?

Desirable

• Business & Administration NVQ 3 or equivalent

Experience

Essential

• Demonstrable experience as a Personal Assistant at an Executive Director or senior leve
• Experience of working as a team member
• Proven experience of prioritising work and meeting deadlines

Knowledge

Desirable

• NHS Background or an understanding of the NHS

Skills

Essential

• Audio Typing
• Computer literate in Microsoft Packages: Word, Outlook and PowerPoint
• Ability to produce accurate minutes of meetings
• Ability to use initiative, judgement to critically analyse and resolve problems, seeking advice/assistance, where appropriate
• Good administrative and organisational skills
• Good communication skills, both written and oral
• Ability to cope in a continually changing NHS environment
• Aware of and able to manage individual stress levels
• Ability to motivate self
• Microsoft Office or equivalent - Databases/Excel

Desirable

• Shorthand

Other

Essential

• Ability to recognise the importance, confidentiality and sensitivity of issues and act with the utmost discretion

Certificate of Sponsorship

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).

Employer details

Employer name

Liverpool University Hospitals NHS Foundation Trust

Address

Liverpool Clinical Laboratories

Liverpool

L7 8XP

Employer's website

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