Personal Assistant

Job overview

We are very excited to offer a rare opportunity for a highly experienced PA with enthusiasm to support our senior leadership countywide directorate.  You must have significant experience as a PA, preferably with a Health Care provider, and be able to provide administrative oversight for all areas of the directorate but with specific PA responsibilities to the Service Director and three Deputy Service Directors.

As a merged and developing Mental and Physical Health Trust the Directorate is proud to offer a varied and broad portfolio demonstrating many of the benefits of the merger.   The portfolio includes Dental, Sexual Health, SARC, Long Term Conditions, Therapies & Equipment Services, Homeless Health Care and CHPSS. While these services are very different the Directorate is proud to be able to demonstrate how they link together.  The PA role is required to have a good understanding of the working models for each part of the Directorate and where necessary link with the administrators who support those services.

The successful candidate will have a proven track record of ensuring excellent administrative skills and the ability to plan, predict and respond to last-minute demands.  You must be resilient, confident and innovative in your approach to problem solving and it is essential that the successful candidate has excellent people skills and is flexible and able to manage multiple tasks concurrently.

Main duties of the job

• To provide comprehensive and efficient secretarial and personal assistant support ensuring the accurate and timely production of work to a high standard
• Word processing, audio-typing, production of letters, documents, tables, presentations using Microsoft Office programmes (Word, PowerPoint and Excel in particular)
• Setting up/using multi-media technology such as projectors and smartboards for meetings
• Receive and make telephone calls, taking messages, dealing with telephone and email enquiries appropriately and ensuring accurate and timely communication of messages

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

Detailed job description and main responsibilities

• Log and prioritise post, taking appropriate action and responding as required
• Diary management using Microsoft Outlook
• Assist in the organisation of meetings, conferences and workshops including typing agendas, arranging venues and hospitality and ensuring follow-up action is initiated and arranged
• Maintaining accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client/staff identifiable information
• Providing support in basic HR procedures such as recruitment and selection, annual leave, sickness absence collation and timesheets
• Assist in collating tenders for the procurement of goods and services and ensuring that relevant documentation of the procedures are completed
• Maintaining awareness of strategic developments within the Trust
• Sourcing information for the manager/director on key initiatives/developments nationally and locally
• Assist in the ordering and maintaining stationery stock, office equipment and other physical assets as required
• Take minutes of meetings as required
• Undertake any other appropriate duties as may be delegated from time to time
• Actively participating in team meetings and discussions with colleagues and manager to make constructive suggestions as to how services could be improved within own work area, and implementing such changes with guidance from the line manager
• Acts in ways that; support equality and value diversity.  Treat everyone with whom you come in contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity.
• Provide Line Managing support to the Apprentice PA within the Directorate.

This role is not eligible for sponsorship as per the Government’s UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas