Personal Assistant

Herefordshire and Worcestershire Health and Care NHS Trust

This job is now closed

Job summary

An excellent opportunity has arisen to support two Senior Managers as a PA, in the Neighbourhood Mental Health Team. We are seeking an experienced administrator to provide PA support.

Applicants need to be Level 3 (e.g. A-Level, NVQ3, OCR/RSA3, City and Guilds 3) in a Business Administration-related subject

This is a substantive post working 37.5 hours per week.

An ability to work flexibly using your own initiative and to be a pro-active team member is essential. You must have very good organisational skills and be an effective communicator. The work is interesting and varied and full training will be provided.

Shortlisted candidates will be required to undertake an additional assessment as part of the selection process.

Main duties of the job

You will be part of the busy senior leadership team as a PA, which is part of the Neighbourhood Mental Health Team.

You will undertake a vital role in supporting two Senior Managers. Providing all aspects of admin support including diary management, email management, typing letters, meeting, admin supervision, any other duties. The role will include contact professionals (internal and external) and colleagues daily.

As well as being part of the PA leadership team, you will act as a member of the wider admin function providing support and cover when required, liaising regularly with the clinical team and actioning daily admin tasks. You are required to have a high level of organisational skills and not only be able to be self-motivated but be a team player.

The ability to prioritise a busy workload and work flexibly to meet demand are essential requirements of the role as well as a good customer service focus, when dealing with internal and external enquires.

About us

At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.

Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.

We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. Its why we were named Large Apprenticeship Employer of the Year award at the 2022 Worcestershire Apprenticeship Awards. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.

What we offer

27 days leave plus bank holidays, increasing up to 33 days with long service

Generous NHS pension and enhanced pay when you work unsocial hours

Flexible and agile working opportunities

Great maternity, paternity, and adoption support

Wide range of staff networks such as LGBT+ and ENRICH (Equality Network for Race Inclusion and Cultural Heritage)

Health service discounts and online benefits including excellent cycle to work and car salary sacrifice schemes

Health and wellbeing opportunities

If you would like to know more, please visit our careers website.

Date posted

17 April 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

C9798-0170

Job locations

Studdert Kennedy House

Spring Gardens

Worcester

WR1 2AE

Job description

Job responsibilities

Administration duties specific to the role.

1. Undertake senior administrative/secretarial/PA duties that are specific to the role.

2. Undertake general office duties, as required, e.g. typing, data processing, filing, scanning/copying and telefaxing, in line with Trust Policies and Procedures.

3. Initiate responses to routine correspondence.

4. Arrange, confirm appointments and meetings as required, making appropriate arrangements e.g. hospitality, booking venues, equipment, travel, accommodation etc.

5. Provide a secretarial service to meetings, including the preparation and distribution of agendas and papers, taking minutes.

6. Answer/deal with both face to face and telephone enquiries.

7. Deal with incoming and outgoing mail.

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Job description

Job responsibilities

Administration duties specific to the role.

1. Undertake senior administrative/secretarial/PA duties that are specific to the role.

2. Undertake general office duties, as required, e.g. typing, data processing, filing, scanning/copying and telefaxing, in line with Trust Policies and Procedures.

3. Initiate responses to routine correspondence.

4. Arrange, confirm appointments and meetings as required, making appropriate arrangements e.g. hospitality, booking venues, equipment, travel, accommodation etc.

5. Provide a secretarial service to meetings, including the preparation and distribution of agendas and papers, taking minutes.

6. Answer/deal with both face to face and telephone enquiries.

7. Deal with incoming and outgoing mail.

For full details of the duties and criteria for the role please refer to the job description and person specification attached.

Person Specification

Experience

Essential

Significant recent Administrative/Secretarial experience (usually demonstrated by a minimum of 3 years experience)
Supervision/management of staff
Minute taking experience

Desirable

Previous relevant NHS experience

Qualifications

Essential

Educated to academic Level 3 (e.g. A-Level, NVQ3, OCR/ RSA3, City and Guilds 3) in a Business Administration-related subject

Knowledge

Essential

Working knowledge of Microsoft packages
Knowledge of office procedures
Extensive knowledge of Microsoft Office Word/Excel/Outlook
Understanding of the Data Protection Act and NHS Code of Confidentiality

Skills and Abilities

Essential

General office skills, scanning, photocopying etc.
Ability to be polite and firm when dealing with difficult, impatient or upset people
Ability to communicate effectively and clearly in both written and verbal formats
Ability to prioritise a busy workload effectively and able to work to strict deadlines

Other Qualities

Essential

Professional manner
Willingness to commit to continuing professional development and undertake relevant training as required
Tact and discretion when dealing with confidential information

Desirable

Ability to meet the travel requirements of the role

Person Specification

Experience

Essential

Significant recent Administrative/Secretarial experience (usually demonstrated by a minimum of 3 years experience)
Supervision/management of staff
Minute taking experience

Desirable

Previous relevant NHS experience

Qualifications

Essential

Educated to academic Level 3 (e.g. A-Level, NVQ3, OCR/ RSA3, City and Guilds 3) in a Business Administration-related subject

Knowledge

Essential

Working knowledge of Microsoft packages
Knowledge of office procedures
Extensive knowledge of Microsoft Office Word/Excel/Outlook
Understanding of the Data Protection Act and NHS Code of Confidentiality

Skills and Abilities

Essential

General office skills, scanning, photocopying etc.
Ability to be polite and firm when dealing with difficult, impatient or upset people
Ability to communicate effectively and clearly in both written and verbal formats
Ability to prioritise a busy workload effectively and able to work to strict deadlines

Other Qualities

Essential

Professional manner
Willingness to commit to continuing professional development and undertake relevant training as required
Tact and discretion when dealing with confidential information

Desirable

Ability to meet the travel requirements of the role

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.