PA Admin Support

Job overview

We are seeking a proactive and highly organised administrator to join our Children & Young Peoples Directorate to provide essential administrative support for our busy PA Team.

You will work collaboratively with the PA's to ensure operations run smoothly, providing assistance to our Senior Management Team whilst maintaining discretion and confidentiality.

You will actively monitor and oversee the shared inbox, responding to enquiries, tracking unresolved queries and flagging high-priority urgent messages.

Oversee the purchase order process, including raising new purchase requests through the internal procurement system, matching invoices against purchase orders for verification and goods receiving the items.

Main duties of the job

To provide an effective and efficient administrative service including assisting in scheduling high-level meetings and events, aligning conflicting calendars, venue/room bookings and producing meeting transcripts and action trackers from Microsoft Copilot.

Maintain spreadsheets and databases, performing regular data entry and verification, compiling and formulating this data to produce routine regular information reports.

Operate and maintain a robust, accurate and secure electronic filing system.

Undertake general office duties as required including scanning, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail.

Procurement, ordering stationery, equipment stock and raise purchase orders.

Good organisational skills with the ability to work both independently and as part of a team, whilst using your own initiative to meet tight deadlines.

Detailed job description and main responsibilities

The successful candidate must be able to build effective working relationships, with a professional, confident and mature attitude. We are seeking a team player, who is resilient, approachable and accessible, with a 'can do' flexible approach to work and positive approach to change to support service developments.

The successful candidate will be required to have good standard of English in order to format letters/documents, be experienced in minute/note taking with accurate data inputting skills. You will be expected to manage and prioritise your own workload.

Applicants will need to be computer literate with an excellent working knowledge of Microsoft packages.

This is an excellent career development opportunity for a self-motivated and enthusiastic individual who wishes to pursue an administrative career in the NHS.

Please see the attached support information, this will give you a better overview of the job role and requirements.