Job summary
An exciting opportunity has arisen for a friendly, proactive and conscientious individual to join us as a Personal Assistant.
To provide a highly autonomous business administration function to the Directorate, ensuring processes, systems and information are implemented, managed, analysed and presented in an effective and efficient manner to facilitate the optimum functioning of the Director and their Senior Leadership Team.
Main duties of the job
To provide and receive highly sensitive information from regarding directorate business including incidents and complaints through telephone, electronic and written communication.
Responsibility for organising the day to day running of the Director's services in a timely and efficient manner and acts as the first point of contact for all forms of communication, this may include dealing with highly complex issues, situations and information using highly developed communication skills such as tact, diplomacy and sensitivity.
About us
We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.
From education and prevention, to crisis and specialist care --our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.
We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.
We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.
We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Applicants must ensure that prior to applying they have agreement from their current line manager that they can be released on a secondment basis. In the event that permanent funding is secured for this post the successful applicant will be confirmed in post on a permanent basis.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role
Job description
Job responsibilities
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Applicants must ensure that prior to applying they have agreement from their current line manager that they can be released on a secondment basis. In the event that permanent funding is secured for this post the successful applicant will be confirmed in post on a permanent basis.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role
Person Specification
Qualifications
Essential
- Either Level 4 Diploma in Business Administration or equivalent OR NVQ Level 3 in Business Administration or equivalent knowledge and experience.
- NVQ Level 3 in Business Administration or equivalent knowledge and experience
- Recognised secretarial qualifications - ie RSA III or equivalent
- ITQ Level 2/ ECDL or equivalent
- Key Skills in literacy (level 2) and numeracy (level 2)
Knowledge
Essential
- To be highly knowledgeable in administrative procedures.
- To be fully literate and able to communicate clearly complex information verbally, in legible writing and electronically in appropriate formats
- To be able to demonstrate analytical and formulation skills in data processing.
- To be able to produce reports, presentations and deliver information to a range of audiences.
- To have knowledge and understanding of and be able to implement confidential information management systems.
- To be able to organise, plan and deliver complex activities and projects across sites and manage own workload.
- To be well organised and have ability to cope with pressure.
- To be able to use a range of software packages and have knowledge of a range of IMT applications.
- To be able to work within the parameters of procedures and protocols and effectively apply work systems
- To be able to demonstrate development and implementation of effective administrative support and efficient communication systems
- To be able to use office equipment, specifically IT resources, photocopying and transcribing machines and other audio/visual aids as necessary
- To be able to use office equipment, specifically IT resources, photocopying and transcribing machines and other audio/visual aids as necessary
- To understand the principles of information governance and confidentiality as they apply within the NHS
- To have leadership skills in the development of planning and production of events
Experience
Essential
- Can demonstrate evidence of knowledge and implementation of administrative and organisational policies and procedures.
- Can demonstrate through experience significant organisational and resource management skills
- Can demonstrate experience of business management and working within a business administration/management post
- Can demonstrate experience of preparing reports and action plans
- Can demonstrate substantial evidence of experience in using computer based software systems and general office procedures
- Evidence of document management systems
- Can demonstrate evidence of managing own workload and co-ordinating office management systems
- Can demonstrate significant experience of providing personal administrative and secretarial support to a senior manager
- Can demonstrate experience of involvement in an application of TEWV QIS improvement methodology and Kaizen work
- Experience of taking and transcribing minutes
Person Specification
Qualifications
Essential
- Either Level 4 Diploma in Business Administration or equivalent OR NVQ Level 3 in Business Administration or equivalent knowledge and experience.
- NVQ Level 3 in Business Administration or equivalent knowledge and experience
- Recognised secretarial qualifications - ie RSA III or equivalent
- ITQ Level 2/ ECDL or equivalent
- Key Skills in literacy (level 2) and numeracy (level 2)
Knowledge
Essential
- To be highly knowledgeable in administrative procedures.
- To be fully literate and able to communicate clearly complex information verbally, in legible writing and electronically in appropriate formats
- To be able to demonstrate analytical and formulation skills in data processing.
- To be able to produce reports, presentations and deliver information to a range of audiences.
- To have knowledge and understanding of and be able to implement confidential information management systems.
- To be able to organise, plan and deliver complex activities and projects across sites and manage own workload.
- To be well organised and have ability to cope with pressure.
- To be able to use a range of software packages and have knowledge of a range of IMT applications.
- To be able to work within the parameters of procedures and protocols and effectively apply work systems
- To be able to demonstrate development and implementation of effective administrative support and efficient communication systems
- To be able to use office equipment, specifically IT resources, photocopying and transcribing machines and other audio/visual aids as necessary
- To be able to use office equipment, specifically IT resources, photocopying and transcribing machines and other audio/visual aids as necessary
- To understand the principles of information governance and confidentiality as they apply within the NHS
- To have leadership skills in the development of planning and production of events
Experience
Essential
- Can demonstrate evidence of knowledge and implementation of administrative and organisational policies and procedures.
- Can demonstrate through experience significant organisational and resource management skills
- Can demonstrate experience of business management and working within a business administration/management post
- Can demonstrate experience of preparing reports and action plans
- Can demonstrate substantial evidence of experience in using computer based software systems and general office procedures
- Evidence of document management systems
- Can demonstrate evidence of managing own workload and co-ordinating office management systems
- Can demonstrate significant experience of providing personal administrative and secretarial support to a senior manager
- Can demonstrate experience of involvement in an application of TEWV QIS improvement methodology and Kaizen work
- Experience of taking and transcribing minutes
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).
