PA to Senior Management Team

Job overview

We are looking to recruit an experienced, enthusiastic and highly motivated Personal Assistant to provide comprehensive Personal Assistant administrative service to support the work of the Deputy Director of Community Mental Health and Physical Services, and Senior management Team as appropriate.

Main duties of the job

• You will be expected to work collaboratively with key partner organisations and colleagues across the Trust

Detailed job description and main responsibilities

• To provide a full and confidential secretarial and administrative service to the Deputy Director of Community Mental Health and Physical Services and senior management team. The complexity of this role requires a high degree of organisational skills particularly in diary management and time management.
• Manage the diaries of the Deputy Director of Community Mental Health and Physical Services and senior management team as agreed and take decisions on their behalf in prioritising and re-arranging diary commitments.
• To communicate on a daily basis ensuring that deadlines are met with the Team Manager’s and all levels of staff on operational issues
• To attend appropriate meetings, prepare Agenda’s take/ transcribe accurate minutes and distribute accordingly with appropriate paperwork.
• To ensure that all files, relevant documentation and supporting papers are available for the senior management team prior to any meetings taking place.
• To identify deadlines, to prioritise workload to meet internal and external deadlines, to manage workload using own initiative with minimal supervision.
• To process all incoming and outgoing correspondence, ensuring rapid and appropriate distribution of information and to co-ordinate responses from community teams also circulating documents/reports as required from the Trust Information system.
• To ensure that there is efficient and effective electronic and manual filing and retrieval system in operation with a functioning brought forward system.
• To receive visitors and deal with telephone enquiries.  Answering emails, correspondence enquiries where necessary otherwise signposting to the relevant member of the senior management team or appropriate department.
• To arrange meetings, book venues and arrange refreshments, preparing and distributing papers as requested/required necessary.
• To manage and administer a range of operational procedures including on-call rota, administration of the West Clinical Incident Review Group meeting and or/other investigation procedures.
• Manage and administer procurement and ordering procedures and systems for the Deputy Director of Community Mental Health and Physical Services and senior management team including receiving, checking and coding relevant invoices in a timely manager in accordance with standing financial instructions.
• To enter onto Health Roster shifts for the Deputy Director of Community Mental Health and Physical Services and mileage claims, also maintaining accurate records relating to annual leave, sickness.  Informing managers on a monthly basis up-do-date accurate Trust sickness/absence/study leave information.
• In times of service need to provide PA/secretarial cover for Directors PA’s as appropriate, in cases of absence/sickness and leave also support to the Community Managers, The post holder may be asked to visit other sites for meetings and attend evening events if required.
• To work autonomously on own initiative to manage workload and prioritise tasks in support of the Deputy Director of Community Mental Health and Physical Services.