Job summary
An exciting opportunity has arisen to work within the South Network and Personal Assistant Team. We are looking for an experienced Personal Assistant who is a strong team player, able to deliver energy, passion and commitment, who is highly organised, and who has the ability to communicate effectively and professionally with a wide range of people both within and outside the Trust. Your duties will include superb calendar and email management, with formal minute taking, and production of formal reports and other correspondence. You will need strong IT skills to be successful in this role. The successful candidate will be able to work both independently and as part of a team. We are able to offer flexible working
Main duties of the job
Operate an accurate electronic diary system for the Network Directors planning and organising appointments to ensure most effective use of time/resources as relevant and appropriate.
Organising, responding to and fielding work on behalf of the Network Directors using own judgement and ensuring urgent matters are brought to the attention of a member of the relevant Senior Operational Management Team (including Managing Director and Associate Directors) in a timely manner.
Deal with incoming correspondence through mail, email, telephone calls and any other method of communication. Ensure responses are prepared and submitted in a timely manner.
Ensure preparation of agendas, assembly and distribution of meeting papers, minute confidential/senior meetings and working groups including follow up actions.
About us
- The post holder will be required to comply with the organisations standing order and standing financial instructions and at all times, deal honestly with the organisation with colleagues and all those who have dealing with the organisation including patients, relative and
- The post holder must ensure that their behaviour and interests inside and outside work do not conflict with their Trust position, duties and/or
- The post holder must comply with and support the development of the performance standards within the service/department to ensure the service is responsive to and meets the needs of its
- The post holder will be required to develop and maintain good working relationships with all patients, service users, staff, contractors and where appropriate, members of the
- The Trust aims to maintain the good will and confidence of its own staff, patients, service users, NHS contractors and the general public. To assist in achieving this objective it is essential that at all times, the post holder carries out their duties in a courteous, sympathetic and professional
- The post holder must carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies, avoiding unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and all other
Job description
Job responsibilities
- Responsible for the provision and overseeing of confidential secretarial support for the Network Director of Operations Souths.
- Operate an accurate diary system for the Network Director of Operations Souths, planning and organising appointments to ensure most effective use of time/resources as relevant and
- Organising, responding to and fielding work on behalf of the Network Director of Operations Souths using own judgement and ensuring urgent matters are brought to the attention of a member of the relevant Senior Operational Management Team (including Managing Director and Associate Directors) in a timely
- Deal with incoming correspondence through mail, email, telephone calls and any other method of communication. Ensure responses are prepared and submitted in a timely
- Ensure the arrangement of meetings, workshops, and seminars, to include responsibility for travel, room bookings, and accommodation and hospitality arrangements.
- Ensure preparation of agendas, assembly and distribution of meeting papers, minute confidential/senior meetings and working groups including follow up actions.
- Prepare presentations, reports and briefing papers using a variety of formats, including but not limited to PowerPoint, Word and Excel
- Ensure the maintenance and development of effective and efficient manual electronic filing
- To liaise with and take responsibility for communication to both internal and external colleagues and ensure that telephone calls/enquires are dealt with tact, diplomacy and in a professional manner by self and
- Deal with a range of enquiries from internal and external contacts, using sympathetic and reassuring approach, where required, ensuring confidentiality at all
- Ensure the provision of photocopying and scanning
- Ensure the maintenance of office stationary stocks and supplies systems including room bookings, travel and hospitality
- Ensure the provision of accommodation and travel
- Ensure the completion of Staff Attendance Record Sheets and support with verifying expenses
- Support with review of CEST and IPDR rates for the staff within the remit of the Network Director of Operations Souths.
- Undertake activities delegated by the division as
- Support with developing response to enquiries (including but not limited to complaints, HR related matters, Freedom to Speak Up, MP enquiries)
- Ensure effective approach to email management for the Network Director of Operations Souths
- Work in close collaboration with other personal assistants to ensure appropriate cover at relevant
- To be able to work using own initiative and prioritising own workload
- Attend team meetings as requested and take minutes if required
- Prepare and agree a personal development plan and objectives for self
- Undertake personal training and ensure training as
Job description
Job responsibilities
- Responsible for the provision and overseeing of confidential secretarial support for the Network Director of Operations Souths.
- Operate an accurate diary system for the Network Director of Operations Souths, planning and organising appointments to ensure most effective use of time/resources as relevant and
- Organising, responding to and fielding work on behalf of the Network Director of Operations Souths using own judgement and ensuring urgent matters are brought to the attention of a member of the relevant Senior Operational Management Team (including Managing Director and Associate Directors) in a timely
- Deal with incoming correspondence through mail, email, telephone calls and any other method of communication. Ensure responses are prepared and submitted in a timely
- Ensure the arrangement of meetings, workshops, and seminars, to include responsibility for travel, room bookings, and accommodation and hospitality arrangements.
- Ensure preparation of agendas, assembly and distribution of meeting papers, minute confidential/senior meetings and working groups including follow up actions.
- Prepare presentations, reports and briefing papers using a variety of formats, including but not limited to PowerPoint, Word and Excel
- Ensure the maintenance and development of effective and efficient manual electronic filing
- To liaise with and take responsibility for communication to both internal and external colleagues and ensure that telephone calls/enquires are dealt with tact, diplomacy and in a professional manner by self and
- Deal with a range of enquiries from internal and external contacts, using sympathetic and reassuring approach, where required, ensuring confidentiality at all
- Ensure the provision of photocopying and scanning
- Ensure the maintenance of office stationary stocks and supplies systems including room bookings, travel and hospitality
- Ensure the provision of accommodation and travel
- Ensure the completion of Staff Attendance Record Sheets and support with verifying expenses
- Support with review of CEST and IPDR rates for the staff within the remit of the Network Director of Operations Souths.
- Undertake activities delegated by the division as
- Support with developing response to enquiries (including but not limited to complaints, HR related matters, Freedom to Speak Up, MP enquiries)
- Ensure effective approach to email management for the Network Director of Operations Souths
- Work in close collaboration with other personal assistants to ensure appropriate cover at relevant
- To be able to work using own initiative and prioritising own workload
- Attend team meetings as requested and take minutes if required
- Prepare and agree a personal development plan and objectives for self
- Undertake personal training and ensure training as
Person Specification
Education / Qualifications
Essential
- NVQ4 or relevant equivalent experience
- IT Skills including experience of using Microsoft Office
Desirable
- Word processing/typing or equivalent experience
- ECDL Business Admin
Experience
Essential
- Previous secretarial and administrative experience
- Experience of taking minutes and preparing agendas
- Diary Management
- Raising Orders
- Liaising effectively with a range of agencies, clinical and non clinical.
Knowledge
Essential
- Knowledge of word processing packages inc. Excel, Outlook, PowerPoint
- Understanding issues of confidentiality
- Knowledge of GDPR
Desirable
- Awareness of mental health difficulties
Skills and Abilities
Essential
- Excellent Organisational Skills
- Good written and verbal communication and verbal skills
- Ability to construct letters, emails and notes provided by word of mouth
- Meet deadlines
- Excellent time management
- Ability to work unsupervised
Desirable
- Ability to provide reports
- Audio typing experience
Work Related Circumstances
Essential
- Willing to undertake all necessary training required to carry out the role
- Willing to work across the Trust footprint in line with service needs
Person Specification
Education / Qualifications
Essential
- NVQ4 or relevant equivalent experience
- IT Skills including experience of using Microsoft Office
Desirable
- Word processing/typing or equivalent experience
- ECDL Business Admin
Experience
Essential
- Previous secretarial and administrative experience
- Experience of taking minutes and preparing agendas
- Diary Management
- Raising Orders
- Liaising effectively with a range of agencies, clinical and non clinical.
Knowledge
Essential
- Knowledge of word processing packages inc. Excel, Outlook, PowerPoint
- Understanding issues of confidentiality
- Knowledge of GDPR
Desirable
- Awareness of mental health difficulties
Skills and Abilities
Essential
- Excellent Organisational Skills
- Good written and verbal communication and verbal skills
- Ability to construct letters, emails and notes provided by word of mouth
- Meet deadlines
- Excellent time management
- Ability to work unsupervised
Desirable
- Ability to provide reports
- Audio typing experience
Work Related Circumstances
Essential
- Willing to undertake all necessary training required to carry out the role
- Willing to work across the Trust footprint in line with service needs
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).
