CYPMH East Personal Assistant / Data coordinator

Job overview

This vacancy does not offer a certificate of sponsorship.

The role of the CYPMH East PA who has responsibility for data reports in CYPMH East will be to provide clerical and administrative support to the team within Children and Young People`s Mental Health Service (CYPMH East). This role is for a highly organised, professional and committed PA who holds full responsibility to provide a comprehensive, confidential and high quality secretarial and administrative service to ensure the efficient and effective organisation of the CYPMH East management team.

The PA must be able to act as an effective ‘gatekeeper’ and must therefore have excellent negotiation, diplomacy and interpersonal skills. The post holder will have knowledge of all the relevant administrative and secretarial procedures applicable to this role as well as the ability to deal with non-routine activities that arise.    The role will involve contact on a daily basis with a wide range of people – both internal and external to the organisation and therefore requires a confident approach. The post holder will need to be a team player and a ‘completer-finisher’, with very strong communication skills and an eye for detail.

The post holder will require competency in general admin, keyboard skills, good communication and an ability to work well within a team.  An ability to understand the need for and to maintain confidentiality is essential.

Main duties of the job

• Hold an understanding of the manager/managers strategic objectives and priorities in order to support the delivery of these.
• Analyse facts or situations and decide upon the most appropriate route of action, using own judgement to resolve difficult situations.
• Screen phone calls / emails correspondence addressed to the manager/managers and using judgement to establish the validity and priority of the contact, take action where appropriate, and flag to the manager/managers those that require urgent attention.
• Manage the diary of the manager/managers, making decisions regarding the appropriateness and priority of appointment requests and using independent judgement.
• Flexible working to cover sickness and annual leave.
• Ability to undertake tasks independently/manage own workload with support from team and CYPMH East management.
• Ordering through procurement including Purchase Orders, office supplies and stationery.
• Ensure data is provided in an efficient manner and presented meaningfully.
• Play a key role in the support of the Service’s electronic patient record system. This will require attending team meetings and capturing and resolving issues regarding system use at an individual, team and service level.
• Ensure that e-rostering for staff is accurate and up to date in anticipation of monthly sign off by CYPMH East managers
• Recording of staff sickness for local records and sickness management
• Developed a detailed understanding of the IAPTUS system and run reports as needed.

Detailed job description and main responsibilities

For more details on this vacancy please review the attached job description and person specification.