Personal Assistant to CAMHS Clinical Directors

Personal Assistant to CAMHS Clinical Directors NHS AfC: Band 4

Main area Personal Assistant to CAMHS Clinical Directors Grade NHS AfC: Band 4 Contract Permanent Hours Full time - 37.5 hours per week Job ref 311-HYM681-25-A

Site Langley Clinic Town Middleton Salary £28,392 - £31,157 Dependant on experience Salary period Yearly Closing 22/07/:59

If you are Kind, Fair, Ingenious and Determined then we want you to come and join our

To provide high quality, professional personal support and secretarial services to the CAMHS Clinical Director and lead consultants across the full range of their responsibilities, acting as the main channel for communication between the Consultants colleagues within CAMHS and Senior colleagues in the Trust and external organisations; including but not limited to other NHS organisations, Government Bodies (local and national) and other key external partners such as Local Authorities.

Main duties of the job

To monitor the CAMHS Clinical Director's emails where appropriate and bring urgent email items to their attention, and when they are not in the office, delegate responses to their deputy. Co ordinate, manage and maintain up to date electronic records, arrange internal and external meetings, conferences, seminars, attendance at training courses. Provide administrative support to relevant meetings including the timely preparation and circulation of agenda packs. Timely preparation and distribution of accurate and relevant minutes and action logs and follow through actions. Undertake administrative duties for specific project work as requested by the Clinical Director(s). Organise and maintain efficient manual and electronic filing systems. Organise conferences/events: sourcing venues, inviting participants, guests, devising agenda and sending joining instructions and other relevant information. Coordinate performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the CAMHS Clinical Director(s) have relevant information. Assist with the organisation of scheduling interviews, completing appropriate paperwork for successful candidates on behalf of the Clinical Director(s).

Working for our organisation

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our and do everything we can to make sure we're a great place to work.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

Benefits

• Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
• Flexible working opportunities to support your work/life balance
• Access to Continued Professional Development
• Involvement in improvement and research activities
• Health and Wellbeing activities and access to an excellent staff wellbeing service
• Access to staff discounts across retail, leisure and travel

Person specification Education

• Professional secretarial/Admin Qualification, such as BTEC or NVQ4 or equivalent experience of Secretarial/admin procedures working at Executive Director or senior manager level and delivering the key result areas described in the job description
• RSA III or equivalent demonstrable experience of typing
• Knowledge of specialist functional / healthcare terms
• Educated to advanced level or equivalent
• Secretarial training
• Knowledge of Medical / Healthcare Terminology

Experience

• Experience of working as a Personal Assistant at Executive Director or Senior Manager level (or demonstrable transferable skill set) including: Prioritisation of work streams and delivery to challenging deadlines, effective and efficient electronic diary/inbox management (Outlook), handling various telephone enquiries, organising and supporting meetings and events, audio and copy typing, taking and transcribing dictation, producing clear and accurate documents, receiving visitors in a friendly and efficient manner, taking and producing accurate minutes, interpreting and collating data into a standard format, recording budget information, searching, identifying and downloading appropriate information from the internet, retrieving information from available sources, managing/maintaining a file system both electronic and hard files, managing and developing office systems, experience of arranging meetings at various locations, preparing presentation material, proofreading skills, handling highly confidential and sometimes contentious/sensitive information, experience of working in a busy complex environment, experience of using Microsoft Office packages (including MS Teams), experience of setting up spreadsheets, previous experience of handling verbally aggressive calls from members of the public.
• Experience of working within the NHS
• Experience of working in a large complex organisation

Knowledge

• The post holder must acquire a high degree of knowledge and have the ability to deal with issues concerning the CAMHS Clinical Director's priorities to enable them to operate effectively at this level.
• Understanding of the NHS

Skills and Abilities

• Ability to demonstrate a commitment to our organisational values
• Up to date skills in office systems and functions, such as laptops, smart screens, photocopiers, laminators.
• Ability to produce written reports, minutes and operational procedures in a clear concise language
• Ability to handle varied and sometimes difficult situations, ensuring effective working by using full range of interpersonal skills (tact, diplomacy, negotiation, influencing, assertiveness)
• Experience of passing on knowledge to others through training
• Ability to work with people at all levels of the organisation, e.g. Chair, Vice Chair and Senior Managers over diary appointments/conflicts.
• Ability to manage conflict
• Experience of problem solving skills
• Excellent presentational skills
• Dealing with multiple demands in short deadlines
• Ability to quickly understand the CAMHS clinical Director's role in order to answer queries and communicate effectively
• Committed to promoting a positive image of people with mental health conditions and learning Disabilities
• Experience of using PARIS (EPR) and navigate applications
• Experience of using Tableau and use of related analytics
• Knowledge of the NHS and how it functions
• Knowledge of partnering organisations both Public and Private Sector
• Shorthand and or speedwriting skills