Job summary
Alliance Psychological
Services is an independent provider of counselling and psychological therapy
services based in the Tees Valley area and working across the North-East
region. We are working in partnership with Middlesbrough & Stockton Mind to
deliver the IMPACT on Teesside service.
We are currently recruiting for a Personal Assistant (PA) for our Director of Service. The successful post holder will work 30 hours per week and provide PA support to the Director supporting day to day running of the organisation. You will provide an effective, comprehensive, and confidential range of administrative/ secretarial tasks to ensure the smooth running of the Directors function/ responsibilities. You will work closely with the wider Senior Management Team (SMT) to ensure direct support between the Director and the SMT and may at times provide administration support to the SMT.
Main duties of the job
We are looking for somebody with previous PA or administrative experience,
who displays exceptional organisational skills and the ability to manage and
prioritise their workload, to ensure deadlines are met. You will be responsible for coordinating and
organising diaries, alongside other tasks such as attending meetings, writing/ distributing
meeting minutes, screening mail including emails and drawing attention to
urgent issues. The successful candidate should understand the importance of
confidentiality and dealing with sensitive information with integrity and
professionalism.
You must have right to work in the UK as we are
currently unable to offer working visa opportunities.
This position may require flexible hours between 8am
until 8pm on weekdays with both office and remote working.
For more information on
this post or to arrange an informal chat about the role, please contact us on info@alliancepsychology.com
Closing date for applications: 26th March 2023
Interview dates: 31st March 2023
About us
Alliance offers first
rate training and development opportunities, 38 days annual leave pro rata,
rising 1 day every 5 years of service (as well as the option to purchase
additional annual leave) EAP health scheme including costs towards eye
tests/glasses, dental treatment, physio treatment and shopping discounts alongside
a 3% contributory pension scheme. We also offer life assurance, and lots of
health and wellbeing initiatives for our staff and promote flexible working for
a positive work life balance.
Alliance Psychological
Services has organisational responsibility for safeguarding all children and
vulnerable adults within our service, part of this is to follow safer recruitment
of staff for all appointments. It is also a requirement that all staff understand
it is each persons individual responsibility and are committed to promoting
and safeguarding the welfare of children.
Please note that due to
the nature of the duties of these roles, an enhanced criminal records
disclosure will be sought in the event of a successful application. Alliance
Psychological Services Limited is committed to promoting equal opportunities in
our employment practice and service delivery. We are signatories to the Mindful
Employers Charter. Alliance also has Investors in People status and is a Living
Wage employer.
Job description
Job responsibilities
Main Duties and Responsibilities:
- To provide a comprehensive, professional, effective, and efficient administration service to the Director. This will also be provided to members of the Senior Management Team on occasion when required.
- To maintain a professional and highly confidential approach to all work completed with the ability to handle all confidential and sensitive matters with integrity.
- To screen and distribute all mail (including e-mails) received, drawing attention to urgent issues, drafting, and sending responses to routine correspondence.
- To answer and deal appropriately in a confidential manner with all telephone and personal enquiries, resolving most, providing an accurate message service, and taking appropriate follow-up action.
- To arrange meetings on behalf of the Director, liaising with other staff as appropriate to set a mutually convenient time and date, co-ordinating multiple diaries and negotiating availability at all levels.
- To organise and prioritise multiple diary appointments for the Director; rearranging, when necessary, to take account of more urgent meetings as they arise, informing the appropriate manager of any changes, new or urgent meetings.
- To attend meetings and take minutes or notes when requested by the Director. Prepare agendas and supporting paperwork, and produce action notes/minutes, initiating actions on identified issues, ensuring that the Director has completed actions and has all information to hand ahead of meetings.
- Maintain an efficient filing system both paper and electronic.
- To complete any tasks within the scope of administrative/PA duties that the Director may request.
- Undertake any other additional duties appropriate to the post as requested.
Safeguarding
- Responsible for safeguarding children and vulnerable adults by always promoting the welfare of service users and operating within local policies and procedures.
- Under guidance and support taking appropriate safeguarding action to protect children and vulnerable adults at risk of significant harm.
- Under guidance and supervision to identify and support families in accessing Early Help Services
- To share appropriate information with other agencies regarding the service users wellbeing and progress keeping within the boundaries of Confidentiality and Information sharing protocols.
Confidentiality
- In the performance of their duties, the post-holder may have access to confidential information relating to clients and their care, staff, and others. They may also have access to information relating to Alliance as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to clients, carers, staff, other healthcare workers or Alliance business may only be divulged to authorised persons in accordance with Alliance policies and procedures relating to confidentiality and the protection of personal and sensitive data.
This job description is designed to identify principal responsibilities only. The post holder is required to be flexible in developing the role in accordance with changes in Alliances organisational objectives and priorities.
Job description
Job responsibilities
Main Duties and Responsibilities:
- To provide a comprehensive, professional, effective, and efficient administration service to the Director. This will also be provided to members of the Senior Management Team on occasion when required.
- To maintain a professional and highly confidential approach to all work completed with the ability to handle all confidential and sensitive matters with integrity.
- To screen and distribute all mail (including e-mails) received, drawing attention to urgent issues, drafting, and sending responses to routine correspondence.
- To answer and deal appropriately in a confidential manner with all telephone and personal enquiries, resolving most, providing an accurate message service, and taking appropriate follow-up action.
- To arrange meetings on behalf of the Director, liaising with other staff as appropriate to set a mutually convenient time and date, co-ordinating multiple diaries and negotiating availability at all levels.
- To organise and prioritise multiple diary appointments for the Director; rearranging, when necessary, to take account of more urgent meetings as they arise, informing the appropriate manager of any changes, new or urgent meetings.
- To attend meetings and take minutes or notes when requested by the Director. Prepare agendas and supporting paperwork, and produce action notes/minutes, initiating actions on identified issues, ensuring that the Director has completed actions and has all information to hand ahead of meetings.
- Maintain an efficient filing system both paper and electronic.
- To complete any tasks within the scope of administrative/PA duties that the Director may request.
- Undertake any other additional duties appropriate to the post as requested.
Safeguarding
- Responsible for safeguarding children and vulnerable adults by always promoting the welfare of service users and operating within local policies and procedures.
- Under guidance and support taking appropriate safeguarding action to protect children and vulnerable adults at risk of significant harm.
- Under guidance and supervision to identify and support families in accessing Early Help Services
- To share appropriate information with other agencies regarding the service users wellbeing and progress keeping within the boundaries of Confidentiality and Information sharing protocols.
Confidentiality
- In the performance of their duties, the post-holder may have access to confidential information relating to clients and their care, staff, and others. They may also have access to information relating to Alliance as a business organisation. All such information from any source is to be regarded as strictly confidential.
- Information relating to clients, carers, staff, other healthcare workers or Alliance business may only be divulged to authorised persons in accordance with Alliance policies and procedures relating to confidentiality and the protection of personal and sensitive data.
This job description is designed to identify principal responsibilities only. The post holder is required to be flexible in developing the role in accordance with changes in Alliances organisational objectives and priorities.
Person Specification
Other Skills and Qualities
Essential
- High level of motivation.
- Ability to work within a team and foster good working relationships.
- Ability to work under pressure and alone at times.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organisation skills.
- Flexible and adaptable.
- Act in ways that support equality and promotes diversity.
Qualifications
Essential
- NVQ Level 3 in relevant business or administration
- or equivalent level of qualification or significant equivalent previous proven experience (e.g., working at Senior Manager/Director level for a significant length of time)
Experience
Essential
- Previous PA or team administrator experience
- Proven experience of working in a busy office environment
- Proven use of Microsoft Office: Outlook, Word, Excel, PowerPoint as a minimum
- Experience of communicating and liaising with all levels of staff
- Attention to detail.
- Ability to manage own workload and work to deadlines.
- Manage multiple workstreams in a busy environment.
Desirable
- Previous experience in NHS/healthcare
- Understanding of mental health services
- Experience of using patient management systems
Person Specification
Other Skills and Qualities
Essential
- High level of motivation.
- Ability to work within a team and foster good working relationships.
- Ability to work under pressure and alone at times.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organisation skills.
- Flexible and adaptable.
- Act in ways that support equality and promotes diversity.
Qualifications
Essential
- NVQ Level 3 in relevant business or administration
- or equivalent level of qualification or significant equivalent previous proven experience (e.g., working at Senior Manager/Director level for a significant length of time)
Experience
Essential
- Previous PA or team administrator experience
- Proven experience of working in a busy office environment
- Proven use of Microsoft Office: Outlook, Word, Excel, PowerPoint as a minimum
- Experience of communicating and liaising with all levels of staff
- Attention to detail.
- Ability to manage own workload and work to deadlines.
- Manage multiple workstreams in a busy environment.
Desirable
- Previous experience in NHS/healthcare
- Understanding of mental health services
- Experience of using patient management systems
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.
