Personal Assistant

Job overview

To provide a comprehensive, high quality PA service to Senior Management. To deal with enquiries and referrals to the department promptly and in accordance with Trust policy and procedure. To co-ordinate secretarial services, including the preparation of agendas and papers, minute taking, taking follow up action as required, diary management of multiple diaries, processing letters and other jobs noted in the key results section.

Main duties of the job

• Provide a comprehensive secretarial service in writing and electronically, including word processing of agendas and papers, letters, notes, minute taking, producing action matrix and other routine correspondence. 2. Effectively manage electronic diaries on a daily basis for Managers and Director, using Microsoft Outlook.  3. To work autonomously on own initiative, unsupervised, to manage and prioritise own workload. Using own electronic calendar and Outlook flag system to plan workload and training.   4. Provide full support to a range of professional senior management operational and performance meetings, including note taking, room booking or virtual room booking.  Coordinating diaries to arrange meetings for internal staff and external agencies.  Attending the meetings in person or virtually. Downloading meeting videos for note taking where applicable. 5. Undertake a range of word processing tasks including typing from video, typing letters, typing minutes, typing job descriptions, statements for investigations. 6. Support the Trust’s various disciplinary, investigation and complaint processes.   Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information with sensitive, complex or distressing contents. This will require adjustment to work schedule as this takes priority and has a short deadline. 7. Provide cover for other Personal Assistants and the Office Manager as required.

Detailed job description and main responsibilities

Professional Issues 1. Provide a comprehensive secretarial service orally, in writing and electronically, including audio typing/word processing of agendas and papers, letters, notes, minute taking, producing action matrix, and other routine correspondence. 2. Produce/adapt/design documents, charts, tables etc., by use of Microsoft IT packages, e.g., Word, Excel, Access for services and disseminate information via email. 3. Effectively manage electronic diaries on a daily basis for Managers and Director, using Microsoft outlook. Ensure effective daily time management. 4. To work autonomously on own initiative, unsupervised, to manage and prioritise own workload, delegating tasks as appropriate. Using own electronic calendar and Outlook flag system to plan workload and training. To complete a range of work that is routine and non-routine. To plan and organise own workload, some on-going. This will need constant review and amendment by yourself to meet daily demands and needs of the service. 5. Ensure the maintenance of accurate and efficient electronic filing systems, ensuring strict confidentiality of client/staff identifiable information. 6. Provide full support to a range of professional senior management operational and performance meetings including note taking, room booking or virtual room booking.  Coordinating diaries to arrange meetings for internal staff and external agencies.  Attending the meetings in person or virtually. Downloading meeting videos for note taking where applicable. 7. To ensure emails are reviewed and acted upon promptly. Setting up and maintaining an action list to ensure they are completed to deadline. 8. Undertake a range of Word processing tasks including audio typing, typing from video, typing letters, typing minutes, typing job descriptions, statements for investigations. This includes typing notes or information written by someone else. 9. To collect details for operational structures, and contacts. Keeping them accurate and up to date. Disseminating to others in the Trust. 10. Support the Trust’s various disciplinary, investigation and complaint processes. These are not routine and will disrupt workload.  Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information with sensitive, complex, or distressing contents. This will require adjustment to work schedule as this takes priority and has a short deadline. 11. Prioritise and undertake general administrative tasks, including photocopying, filing, scanning, processing of mail etc. 12. Receive and make telephone calls, taking messages and dealing with enquiries appropriately and ensuring accurate and timely communication of messages. 13. Ensure timely collection and production of statistical data relating to the service as directed and forwarding relevant information to other Trust Departments as necessary. 14. Record and monitor consultant annual leave on a database. 15. Maintain and update staff personal files as delegated. To contribute to a high-quality front of house service for all service users and visitors to the base. Ensure cleanliness and tidiness of the reception waiting area and meetings rooms.  Maintain a professional and confidential approach to work at all times. 18. To be familiar with and comply with relevant Trust, Operational, Personnel and Health and Safety procedures. 19. Arrange onsite maintenance including raising of new work requisitions for repairs via the Trust Estates department. 20. Contribute to recruitment and selection processes and interviews as required and requested. 21. Provide cover for other Personal Assistants, and the office manager as required. 22. Willingness to travel to other bases. 23. Ensure the provision/procurement of all stock and non-stock supplies for the services, ensuring receipt of all goods via Trust Procedures as appropriate and necessary. 24. Undertake staff surveys as required.