Personal Secretary

Job overview

To ensure the delivery of a comprehensive high quality secretarial and administrative service to different levels of senior management with Operational Service. To deal with enquiries and referrals to the department promptly and in accordance with Trust policy and procedure.

Main duties of the job

Provide a comprehensive secretarial service orally, in writing and electronically, including audio typing/word processing of agendas, letters, notes, minutes, reports and other routine correspondence.

Produce/adapt/design documents, charts, tables etc., by use of Microsoft IT packages, eg Word, Excel, Access, etc, for services and disseminate information via email.

Effectively manage multiple electronic diaries as required, using Microsoft Outlook.

Provide full support to a range of professional meetings including note taking and room booking. Coordinating diaries to arrange meetings and events for internal staff and external agencies.

Support the Trust's various disciplinary, investigation and complaint processes.

Prioritise and undertake general administrative tasks

Receive and make telephone calls, taking messages and dealing with enquiries appropriately and ensuring accurate and timely communication of messages.

Maintain a professional and confidential approach to work at all times.

To be familiar with and comply with relevant Trust, Operational, Personnel and Health and Safety procedures.

Arrange onsite maintenance including raising of new work requisitions for repairs via the Trust Estates department.

Provide cover for other Personal Secretaries as required.

Willingness to travel to other bases.

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.

Detailed job description and main responsibilities

To ensure the delivery of a comprehensive high quality secretarial and administrative service to different levels of senior management with Operational Service.