Personal Assistant

Equal Opportunities

We welcome people who identify as Black, Asian or from a Minority Ethnic background, protected characteristics, and with all backgrounds and experiences.

Job Overview

To provide a comprehensive, high quality PA service to Senior Management. To deal with enquiries and referrals to the department promptly and in accordance with Trust policy and procedure. To co ordinate secretarial services, including the preparation of agendas and papers, minute taking, taking follow up action as required, diary management of multiple diaries, processing letters and other jobs noted in the key results section.

Main Duties of the Job

1. Provide a comprehensive secretarial service in writing and electronically, including word processing of agendas and papers, letters, notes, minute taking, producing action matrix and other routine correspondence.
2. Effectively manage electronic diaries on a daily basis for Managers and Director, using Microsoft Outlook.
3. Work autonomously on own initiative, unsupervised, to manage and prioritise own workload, using own electronic calendar and Outlook flag system to plan workload and training.
4. Provide full support to senior management operational and performance meetings, including note taking, room booking or virtual room booking, coordinating diaries to arrange meetings for internal staff and external agencies, attending the meetings in person or virtually, and downloading meeting videos for note taking where applicable.
5. Undertake a range of word processing tasks, including typing from video, typing letters, typing minutes, typing job descriptions, statements for investigations.
6. Support the Trust's disciplinary, investigation and complaint processes, arranging meetings, sending appointments, taking and typing statements, handling confidential information with sensitivity. Adjust work schedule as required to meet priority deadlines.
7. Provide cover for other Personal Assistants and the Office Manager as required.

Working for Our Organisation

Benefits include:

• Commitment to flexible working where possible.
• 27 days annual leave per year plus bank holidays, increasing to 29 days after 5 years and 33 days after 10 years of service.
• Yearly appraisal and commitment to ongoing training.
• Good maternity, paternity and adoption benefits.
• Health service discounts and online benefits.
• Incremental pay progression.
• Free confidential employee assistance programme 24/7.
• Access to our LGBT+ network, BAME Network and Christian Network.
• Health and wellbeing opportunities.
• Structured learning and development opportunities.

Detailed Job Description and Main Responsibilities

1. Provide a comprehensive secretarial service orally, in writing and electronically, including audio typing, word processing of agendas and papers, letters, notes, minute taking, producing action matrix, and other routine correspondence.
2. Produce, adapt or design documents, charts, tables, etc., using Microsoft IT packages (Word, Excel, Access) and disseminate information via email.
3. Effectively manage electronic diaries on a daily basis for Managers and Director, using Microsoft Outlook, and ensure effective daily time management.
4. Work autonomously on own initiative, unsupervised, to manage and prioritise own workload, delegating tasks as appropriate, using own electronic calendar and Outlook flag system to plan workload and training. Complete routine and non routine work, continuously reviewing and amending tasks to meet daily demands.
5. Maintain accurate and efficient electronic filing systems, ensuring strict confidentiality of client and staff identifiable information.
6. Support senior management operational and performance meetings, including note taking, room booking or virtual room booking, coordinating diaries, attending meetings in person or virtually, downloading meeting videos for note taking where applicable.
7. Review and act on emails promptly, setting up and maintaining an action list to ensure completion by deadline.
8. Undertake various word processing tasks, including audio typing, typing from video, letters, minutes, job descriptions, and statements for investigations.
9. Collect operational details and contacts, keep them accurate and up to date, and disseminate to others in the Trust.
10. Support the Trust's disciplinary, investigation and complaint processes, arranging meetings, sending appointments, taking and typing statements, handling confidential information with sensitivity and adjusting the work schedule for priority deadlines.
11. Prioritise and undertake general administrative tasks such as photocopying, filing, scanning, and mail processing.
12. Take and make telephone calls, record messages, and handle enquiries appropriately, ensuring accurate and timely communication of messages.
13. Collect and produce statistical data relating to the service as directed, forwarding relevant information to other Trust Departments as necessary.
14. Record and monitor consultant annual leave on a database.
15. Maintain and update staff personal files as delegated, contribute to a high quality front of house service for all service users and visitors, ensure cleanliness and tidiness of the reception waiting area and meeting rooms, and maintain a professional and confidential approach at all times.
16. Be familiar with and comply with relevant Trust, operational, personnel and health and safety procedures.
17. Arrange on site maintenance, including raising new work requisitions for repairs via the Trust Estates department.
18. Assist with recruitment and selection processes and interviews as required.
19. Provide cover for other Personal Assistants and the office manager as needed.
20. Be willing to travel to other bases.
21. Ensure provision and procurement of all stock and non stock supplies for services, ensuring receipt of goods via Trust procedures as appropriate.
22. Undertake staff surveys as required.

Person Specification

• GCSE English Grade C or new Grade 4 or equivalent.
• Typing qualification to RSA III standard or equivalent typing or word processing qualification demonstrable experience.
• Experience and knowledge of using Microsoft Outlook, Word, Excel and PowerPoint.
• Experience of diary/email management using Outlook and arranging meetings.
• Experience of formal note taking of meetings.
• CLAIT, IBT2 or ECDL or equivalent IT qualification demonstrable experience.
• Experience managing multiple diaries.
• Ability to travel to other premises to cover colleagues and support meetings (driving licence not essential).

Mandatory Notions for Sponsorship

As the role is part time and primarily administrative, it does not meet the requirements for Skilled Worker sponsorship. The salary threshold is £25,000, which is unlikely to meet the minimum salary requirement for sponsorship on the NHS band. Overseas nationals requiring sponsorship should consult the UK visa guidance.

Additional Information Flexible Working

As a flexible working friendly organisation, we encourage arrangements that best suit the service and the employee. Discuss options such as job share, part time or other flexible patterns.

Disability Confident Employer

The Trust is a Disability Confident Employer. If you require reasonable adjustments during recruitment, please let us know.

DBS Checks

The cost of undertaking a DBS disclosure is met by the individual. The Trust covers the initial cost, which is deducted from your first month's salary.