Band 4 Personal Assistant / Senior Administrator - General Management

Job overview

This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

The post holder will provide a high level, competent, comprehensive administrative support to the Divisional Triumvirate and/or Senior Management Team (SMT).

The post holder will have day to day management for staff within a dedicated administrative team who will be responsible for delivering an effective service.

The post holder will act as the Personal Assistant (PA) to a designated a member of the Divisional Trimvirate and/or SMT.

To provide cross cover within the General Management and Nursing Administration Teams at times of short staffing levels to ensure the smooth delivery of services within the Division.

Main duties of the job

• Provide the first point of contact on behalf of the Triumvirate and/or Senior Manager for written and telephone enquiries on behalf of the Senior Manager, using judgement to establish the validity and priority of the contact.
• To provide a customer focused service and be able to communicate effectively and appropriately with patients and staff at all levels.
• Manage and maintain the Triumvirate and/or Senior Managers’ diary or appointment system, ensuring that utilisation of time and allocation of appointments is appropriate.
• Facilitate meetings/events; issuing invites to attendees including circulation of any relevant paperwork, booking venues to include any IT requirements, produce minutes/action logs and assist with the overall smooth running of the meeting/event.
• Process and submit expense claims, ensuring that travel, mileage, vehicle documentation and receipts are accurate prior to submission for approval.
• Support with the organisation of HR events such as staff consultations, investigation interviews and panel hearings as requested following HR policies and procedures liaising with senior members of staff, HR, staff and Trade Unions as appropriate and including taking accurate verbatim notes from interviews and hearings

Detailed job description and main responsibilities

There is an exciting opportunities for an experienced Personal Assistant to join a friendly team within General Management and Nursing department.

the post will provide an expert secretarial and administrative support to the General Management team and Senior Management Team.

Main duties of the Job

Applicants must be highly competent with all Microsoft packages and have proven high level minute taking skills. Attention to detail and a high degree of skill in receiving complex and sensitive information and managing it effectively are essential components of the job. Evidence of exemplary communication skills are vital together with the ability to prioritise and work to deadlines.

Please see the attached job description and person specification for a more detailed description.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.