Divisional PA

Job overview

To provide confidential secretarial and administrative support to the Divisional Management Team, namely the Associate Medical Director (AMD) and Head of Nursing (HoN) and Associate Director of Operations (ADO)

Main duties of the job

Provision of confidential professional secretarial and administrative support including:-

Management of diary appointments and provision of supporting documentation.

Organisation and arrangement of meetings.

To organise, administer and act as secretary to committee meetings for and on behalf of the ADO, AMD and HoN, to include preparation and circulation of agendas and papers, attendance at meeting, minute taking and action logs.

Detailed job description and main responsibilities

Provision of confidential professional secretarial and administrative support including:-

Management of diary appointments and provision of supporting documentation.

Organisation and arrangement of meetings.

To organise, administer and act as secretary to committee meetings for and on behalf of the ADO, AMD and HoN, to include preparation and circulation of agendas and papers, attendance at meeting, minute taking and action logs.

To act as point of enquiry for the divisional management team.

Receiving incoming calls and dealing with as appropriate for and on behalf of the divisional management team.

Liaising with internal and external colleagues for and on behalf of the divisional management team.

Opening and actioning e-mails as required.

Organising travel arrangements as necessary.

To undertake audio-typing and copy typing as required.

To produce all types of correspondence including letters, reports, committee papers, etc.

Preparation of slides and spreadsheets as required using appropriate IT software such as Microsoft PowerPoint and Excel.

To liaise with all levels of staff within the organisation and with external agencies on behalf of the divisional management team in a role representative of the Trust.

To act as a central point of contact for the receiving, allocation of, and response to all complaints, serious incidents and root cause analysis, to include any resulting action plans.

To support divisional management team in ensuring that staff line-managed by them are fully up-to-date with annual and statutory training as required.

To work closely with the Human Resources Department in recruitment, termination, and other staffing processes as required.

Ordering goods and services for the departments / staff line managed by the divisional management team.

To maintain knowledge and skills in office technology and undertake training as necessary.

To participate in the Trust’s Personal Development Review programme.

To provide cross-cover for PA colleagues within the Patients Services and Patient Support Services divisions as and when required.