PA to Deputy Chief Allied Health Professionals

Job description

Job responsibilities

Communication and working relationships

Provide an effective and professional service to enable the DCAHP Professionals and their teams to work efficiently. Use tact and diplomacy to

encourage effective working across the team and with colleagues

Undertake effective diary management, prioritising diary commitments on behalf of the DCAPH on a daily basis. Manage incoming correspondence and e-mails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action

Organise regular committees and group meetings. Manage agendas and papers for meetings and take accurate minutes as required

Communicate and liaise effectively with external agencies, visitors and the local disciplines as directed and required on a range of complex and sensitive topics

Display tact, diplomacy and confidentiality at all times, using initiative, persuasion and negotiation when necessary

Communicate verbally and or in writing to produce confidential and sensitive correspondence

Manage incoming telephone calls and enquiries and ensure appropriate action is taken

Prioritise and summarise e-mails and reports, drafting responses on behalf of designated individual(s) when required

Ensure effective communication links are set up and maintained with other Personal Assistants and senior secretaries as appropriate.

To be able to explore effective systems to aid smooth running and organisation of meetings

Participate in identifying areas within the administrative function that require improvement and participate in delivering this improvement

Provide occasional support to other senior managers and Executive Directors

Understand and maintain a high standard of confidentiality adhering to the Trust Data Protection policy at all times

Be fully aware of the implications of and responsibilities under the Health and Safety at Work Act and the Trusts associated policies

Planning and organisation

Organising meetings, distributing agendas and taking minutes

Act as administrator, coordinator and servicing officer for a range of meetings as required with agreement with the DCAHP

To organise Seminars/Workshops for the DCAHP

To organise the DCAHPs emails in a professional and discreet manner

Responsibility and accountability

Accountable to the DCAHP at all times

Responsibility for finance, equipment and other resources

This post has no budgetary responsibility

Responsible for the safe use of office equipment

Responsibility for supervision, leadership and management

No line management responsibility

Book dates for supervisions and appraisals and keep records up to date

Participate in self-development to continually improve performance and undertake development activities that are identified

Open and maintain personnel files for staff ensuring data remains secure and confidential

Information technology and administrative duties

Proficient use of all Microsoft Office applications, especially running an outlook calendar

Most challenging part of the job

Rationalising and prioritising the requirements of the DCAHP

Organisation of meetings/events across specialities /organisations

Person Specification

Qualifications and Training

Essential

• Recognised secretarial/administrative qualifications
• NVQ3 in Administration or equivalent experience

Desirable

• Management Qualification

Knowledge and Experience

Essential

• Recent experience in senior office administrative/secretarial role
• Able to use Microsoft Outlook and effectively manage executive diaries and prioritise meetings on a daily basis
• Taking minutes of formal meetings
• Highly motivated, flexible and enthusiastic with excellent organisation and secretarial skills
• Ability to work on own initiative and under constant pressure

Desirable

• Recent experience of working in the NHS
• Good overview of NHS Organisation and management
• Experience of working with Directorate or Managerial Level

Specific Skills

Essential

• Proven ability to provide a high quality of secretarial and administrative support
• Organising Meetings
• Ability to work unsupervised and prioritise own workload to competing demands

Desirable

• Organising Events

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.

Employer details

Employer name

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital / Regent House

Lawes Bridge / Regent Close TQ2 7AN

Torquay

TQ2 7AA

Employer's website

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