Personal Assistant

Job overview

As Personal Assistant (PA) to the Patient Experience Director (PED) the post holder will provide comprehensive administrative and business support, ensuring the Director’s responsibilities are effectively managed. This includes managing a complex diary, correspondence, communication, coordination and delegation ensuring the Director receives a consistent and high-level of support.

The post holder will work closely with key colleagues and the senior leadership team to the Director. They will play a crucial role in ensuring the smooth and efficient operation of the Director's office, enabling the Director to focus on their extensive core responsibilities.

As PA you will need to be confident to self-initiate tasks, be a clear communicator and comfortable operating efficiently and effectively in a high-pressure environment.

Please be aware that should you be successful in this position, you will be hired to the job title of Personal Assistant, and this job title is advertised to attract the right skills needed for the role.

Main duties of the job

We are looking for an experienced personal assistant who is a strong team player, highly organised, and who has the ability to communicate effectively and professionally with a wide range of people.

Your duties will include but not limited to;

Complex diary and mailbox management Meeting coordination Travel arrangements Monitoring and recording of annual leave/absences Entering expense claims for Director Respond to ad-hoc, non-routine requests by the Director and their direct reports effectively, professionally and in good time.

You will need strong IT skills to be successful in this role.

Meetings/events are held across various sites therefore some flexibility is required.

Detailed job description and main responsibilities

Detailed job description and main responsibilities

Key responsibilities as PA to Director;

• Diary Management: Managing a complex diary, balancing competing priorities, and coordinating travel arrangements.
• Meeting Coordination: Preparing agendas, taking minutes, and following up on action items.
• Correspondence: Handling internal and external communications, including emails and written correspondence.
• Information Dissemination: Ensuring accurate and timely dissemination of information to relevant parties.
• Administrative Support: Providing general administrative support, such as filing, data entry, and photocopying.
• Team Support: Supporting other administrative staff and providing assistance when needed.
• Confidentiality: Maintaining confidentiality of sensitive information.
• Communication and Interpersonal Skills: Effectively communicating with a wide range of individuals, both internally and externally.
• Organisation and Time Management: Managing workload effectively, prioritising tasks, and meeting deadlines.

You can find further details about the role, including key responsibilities and accountabilities, alongside the organisational structure and person specification in the attached Job Description and other supporting documents.

Secondments

Applicants from within the NHS will be offered on a secondment basis only, agreement should be obtained from their employer prior to submitting the application.