PA/Higher Secretary

Job overview

Inpatient Mental Health Services  are pleased to offer an exciting opportunity for an individual to join our team as Personal Assistant (PA)/Higher Secretary to the Associate Director for Inpatient & Urgent Care Mental Health Services.

We are seeking an experienced, reliable and highly motivated PA/Higher Secretary to work within the busy management area of our Inpatient & Urgent Care  Services. You will need to have proven organisational skills and be committed to provide high-quality PA and Secretarial support.

This is an exciting opportunity to work within a busy area of the NHS and is an important role working as part of a Management team with a friendly atmosphere and strong work ethic.

Working hours are Monday to Friday onsite at Basildon Mental Health unit, 37.5 hours per week. Please do not apply if you are unable to work full time, Monday to Friday onsite.

Main duties of the job

As PA/Higher Secretary to the Associate Director,  you will be required to provide a full and comprehensive service, the complexities of which require a high degree of organisational skills, particularly in diary and time management.  Effective diary management will require the post holder to organise meetings as required which will involve liaison with a wide number of both internal and external stakeholders.  Mailbox management is also a key part of the role.

As PA/Higher Secretary to the Associate Director, you will be required to provide support in organising meetings (including HR hearings and meetings of a confidential nature taking notes/actions as requested) as well as providing support for administration services including recruitment and placing orders.

You will need to have the ability to work under pressure and although a key part of the team, on your own initiative.

Detailed job description and main responsibilities

The post holder will:

• Provide a full PA provision for the Associate Director
• Provide a full and confidential secretarial and administrative service to the Associate Director.
• Provide a first point of contact for internal and external queries, answering them where possible and otherwise signposting them to the appropriate department.
• Attend and minute meetings as required and be responsible for the typing and presentation of reports and minutes in accordance with the required format.
• Manage the communication, to and from, the Associate Director and Service Management Team and across all Directorates ensuring that all matters are prioritised appropriately.
• Ensure that there is an efficient electronic and manual filing and retrieval system in operation with a functioning brought forward system.
• Take lead responsibility for organising workshops and other functions as directed. This will require communication with all attendees, booking venues, organising catering, attendance on the day and note taking and typing from the day.
• Prepare and co-ordinate papers, presentations and agendas for meetings. Attend and minute meetings if required and transcribe minutes ensuring follow up action is taken for specific pieces of work/committees.
• Assist with budget management by coding and checking expenditure in accordance with standing financial instructions.
• Assist in the local induction of other members of staff within the Directorate as required. To support the recruitment, induction and supervision of other administrative staff where appropriate and as required.
• Cover within the Directorate PA/Secretarial team as required.