PA to Chief Operating Officer

Job overview

37.5 Hours Per Week

An exciting opportunity has arisen for a Personal Assistant to the Chief Operating Officer. The role will be based at Fieldhead Hospital/Hybrid working. This is a critical Personal Assistant post and the post holder is a core member of the Corporate Team. The successful candidate will be responsible for all aspects of a Personal Assistant role.

The post holder will be working closely with other members of the Corporate Team and must be able to manage a complex and demanding workload. Excellent people management and organisational skills are essential including the ability to build strong multi-disciplinary working relationships with senior clinical and management colleagues. You will be a team player and be able to work on your own initiative.

All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and will conduct a thorough screening process before selecting candidates to progress to the next stage. If you are using AI to enhance your application, please disclose this in your NHS Jobs application form.

Main duties of the job

The role requires an experienced professional Personal Assistant with the ability to provide and coordinate a comprehensive, proactive, effective and efficient professional secretarial and administrative service to ensure the effective running of the duties and support the Chief Operating Officer on a daily basis and their deputies.

You will be proactive, working closely with the Chief Operating Officer and their deputies as required to apply your knowledge and skills to ensure that robust systems are in place and maintained to ensure smooth running and a high-quality service.

The role requires advanced communication skills, organisational skills, diary, meeting and time management, document and meeting preparation and management and initiative to provide high level support while maintaining strong links with team and clinical and non-clinical staff across the Trust and externally where required.

Job responsibilities

To Manage the office of the Chief Operating Officer which includes:

Organising and prioritising the directors schedule and workload, ensuring the timely provision of appropriate papers and files

Ensuring deadlines are brought to the attention of the Director and ensuring appropriate information and issues are promptly forwarded to senior managers within the department.

The post holder will be responsible for handling important and sensitive issues e.g. typing reports, correspondence for disciplinary issues, investigations or appeals which may contain distressing information.

To provide the Chief Operating Officer with a high level of confidential secretarial and administrative support including the preparation and drafting of correspondence, reports and returns as appropriate. The post holder will also be required to take minutes of meetings on a regular basis and undertake projects as required by the Chief Operating Officer.

Act as first point of contact for the office of the Chief Operating Officer dealing with issues that require prompt attention and resolution on a daily basis both externally and internally, as and when they arise. This will include contact with internal staff and external public, service users and carers and other agencies.

Act as first point of contact for the collection and collation of information and to follow up and obtain progress and action reports on action which has been requested by the Chief Operating Officer.

Provide support to senior managers within the directorate, including provision of advice regarding ongoing issues and within capacity, providing administrative and secretarial cover which may include taking notes of meetings.

The post holder will also provide PA support to other members of the Executive Team and PA colleagues as part of cross cover arrangements.

To efficiently undertake routine office duties including: dealing with telephone enquiries, photocopying, receiving visitors, managing incoming and outgoing mail and processing invoices for payment. To ensure adequate stock of stationery etc. is maintained and re-order when necessary. Has authorisation for the Chief Operating Officer stationery budget up to £200.

To Manage the office of the Chief Operating Officer which includes:

Organising and prioritising the directors schedule and workload, ensuring the timely provision of appropriate papers and files

Ensuring deadlines are brought to the attention of the Director and ensuring appropriate information and issues are promptly forwarded to senior managers within the department.

The post holder will be responsible for handling important and sensitive issues e.g. typing reports, correspondence for disciplinary issues, investigations or appeals which may contain distressing information.

To provide the Chief Operating Officer with a high level of confidential secretarial and administrative support including the preparation and drafting of correspondence, reports and returns as appropriate. The post holder will also be required to take minutes of meetings on a regular basis and undertake projects as required by the Chief Operating Officer.

Act as first point of contact for the office of the Chief Operating Officer dealing with issues that require prompt attention and resolution on a daily basis both externally and internally, as and when they arise. This will include contact with internal staff and external public, service users and carers and other agencies.

Act as first point of contact for the collection and collation of information and to follow up and obtain progress and action reports on action which has been requested by the Chief Operating Officer.

Provide support to senior managers within the directorate, including provision of advice regarding ongoing issues and within capacity, providing administrative and secretarial cover which may include taking notes of meetings.

The post holder will also provide PA support to other members of the Executive Team and PA colleagues as part of cross cover arrangements.

To efficiently undertake routine office duties including: dealing with telephone enquiries, photocopying, receiving visitors, managing incoming and outgoing mail and processing invoices for payment. To ensure adequate stock of stationery etc. is maintained and re-order when necessary. Has authorisation for the Chief Operating Officer stationery budget up to £200.