Personal Assistant

Job overview

The primary function is to provide an efficient and comprehensive administrative and business support service for the Deputy Chief Operating Officer, General Managers and Community Diagnostic Unit.

Main duties of the job

• To co-ordinate reports, gathering and formatting information from a number of sources and according to agreed deadlines
• Arrange meetings and appointments including organising venues and refreshments, greeting visitors as required, prepare agendas and required documentation, take minutes and distribute in a timely manner, manage follow-up actions and record information as required and liaising with people at all levels both internal and external to the organisation
• To carry out duties without supervision, prioritising own workload and adhering to deadlines using own initiative
• Provide support for specific projects through research, minute taking, general coordination and effective communications
• To provide, receive and present information of a highly confidential, sensitive or contentious nature either verbally, in writing or an electronic format, to appropriate forums
• Establish and maintain efficient and up to date filing systems for the prompt retrieval of information and documentation when required
• Organise and maintain the office systems, including maintenance of filing systems and photocopying
• To undertake any other reasonable duties, responsibilities or projects requested by the Executive Management team commensurate with this role as and when required

Detailed job description and main responsibilities

• Provide a discrete and confidential support role using own initiative, dealing with personal and sensitive information on a regular basis, and seek advice/ support from colleagues as appropriate
• Deal with all telephone calls, email, postal correspondence and acknowledgement, and routine enquiries in an appropriate manner, drafting replies on behalf of team members as required, and organising priorities and relaying information in a timely manner
• To co-ordinate reports, gathering and formatting information from a number of sources and according to agreed deadlines
• Transcribe letters, documents, presentations, data and reports using written or audio methods and various IT packages, and initiate own correspondence where appropriate, all to an advanced standard of accuracy and presentation within required timescales
• To work collaboratively with Executive Assistants to promote effective management of priorities, workflow, and management of diaries and travel arrangements
• Arrange meetings and appointments including organising venues and refreshments, greeting visitors as required, prepare agendas and required documentation, take minutes and distribute in a timely manner, manage follow-up actions and record information as required and liaising with people at all levels both internal and external to the organisation
• To maintain Deputy Chief Operating Officer and General Managers (and, if appropriate, delegate colleagues) annual leave, special leave, sickness absence and all other absences on Health Roster
• To maintain Deputy Chief Operating Officer and General Managers (and, if appropriate, delegate colleagues) appraisal, statutory and mandatory training records and inform where action must be taken, in line with the Trust requirements as and when required
• To carry out duties without supervision, prioritising own workload and adhering to deadlines using own initiative
• Provide support for specific projects through research, minute taking, general coordination and effective communications
• To provide, receive and present information of a highly confidential, sensitive or contentious nature either verbally, in writing or an electronic format, to appropriate forums
• To publish and update accurate information on the Trust’s Intranet and website as and when required in accordance with the relevant policies
• Maintain core communications databases and contact lists
• Establish and maintain efficient and up to date filing systems for the prompt retrieval of information and documentation when required
• Organise and maintain the office systems, including maintenance of filing systems and photocopying
• To undertake any other reasonable duties, responsibilities or projects requested by the Executive Management team commensurate with this role as and when required