Personal Assistant

Job overview

This role is offered on a fixed term/secondment basis for up to 9 months. The hours are part-time, 22.5 hours per week.

*Internal applicants who wish to be considered for a secondment opportunity should discuss with their line manager the suitability of a possible secondment*

The role is based within the Child and Adolescent Mental Health Service(CAMHS) at its Gloucester site, however it may be necessary for the post holder to travel, on an infrequent basis, to other sites within Gloucestershire to support at times of staff shortages etc.

Take responsibility for operational management tasks as delegated by CAMHS Support Services Lead.

Main duties of the job

• To provide a full confidential, administrative and secretarial service to the CYPS Service Director (including wider CAMHS Management as requested)
• To work as a member of the wider PA team to ensure service delivery and adequate PA cover is provided
• To project the professional image of the business through demonstrating excellent customer care in all activities
• To adopt a constantly flexible approach to ensure that objectives are completed efficiently and within given timescales
• To maintain confidentiality at all times

Detailed job description and main responsibilities

• 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).
• Complex and frequently changing diary management using Microsoft Outlook.
• Booking and arranging travel, transport and accommodation.
• Setting up and using multi-media technology such as MS Team.
• Provide formal reports regarding the analysis of CAMHS information (this may include some statistical analysis).
• Receive and make telephone calls, taking messages, dealing with telephone and email enquiries appropriately and ensuring accurate and timely communication of messages.
• Log and prioritise post, taking appropriate action and responding as required.
• Communicate with a variety of people on a range of matters and keep accurate and complete records consistent with the Trust’s policies and procedures.
• Provide and receive complex and sensitive information to work colleagues and clients using tact and diplomacy.
• Be responsible for organising meetings, conferences and workshops including preparation of agendas, arranging venues and hospitality and ensuring follow-up actions are initiated and arranged.
• Support Board level meetings by comprehensive minute taking.
• Maintaining accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client/staff identifiable information.
• Providing support for routine HR procedures e.g. recruitment and selection, annual leave, as delegated by CAMHS Management.
• 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 Director on key initiatives/developments nationally and locally.
• Assist in ordering and maintaining stationery stock, office equipment and other physical assets as required.
• Undertake any other appropriate duties as may be delegated from time to time.
• Be able to work to deadlines as required by the service needs.
• Actively participate in team meetings and discussions with colleagues and managers to make constructive suggestions as to how services could be improved with own work area and implementing such changes with guidance from line manager.
• Acts in ways that support equality and value diversity. Treat everyone with whom you come in contact with dignity and respect and recognise and report behaviour that undermines equality and diversity.