Personal Assistant (PA) to Service Manager

Job overview

Band 4 Personal Assistant (PA) to Service Manager Fixed Term or Secondment until 31st March 2027

East Essex Inpatient Mental Health Services based at the Lakes, Colchester are pleased to offer an exciting development opportunity for an individual to join our team as Personal Assistant (PA) to the Service Manager and Secretary to wider Service Management Team.

We are seeking an experienced, reliable and highly motivated PA/Secretary to work within the busy management area of our Inpatient 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.

Prior to applying, please ensure you have approached your current Line Manager for approval to release you if successful at interview.

Main duties of the job

As PA to the Service Manager, 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.

You will also provide Administrative support to the Inpatient Matrons. 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 Service Manager.
• Provide a full and confidential secretarial and administrative service to the Service Management Team.
• 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 Service Manager 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.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.