PA to Associate Director for Safeguarding & Partnerships
An opportunity has arisen for an experienced, skilled and efficient Personal Assistant to provide a first-class effective PA service to the Associate Director for Safeguarding and Partnerships and newly appointed Head of Safeguarding to enable them to carry out their operational and managerial duties, ensuring effective organisation of their time.
The successful applicant will be highly motivated and enthusiastic with previous experience of working in a demanding and challenging administrative role. You will have the ability to be flexible, possess excellent organisational and communication skills, and be proficient with Microsoft Office application systems, including Microsoft Teams.
The ability to prioritise constantly changing workloads is a must, as is the need to act on your own initiative. The role will involve undertaking a wide range of tasks including full inbox and diary management, minute taking, maintenance of action/project trackers and co-ordination of reports, presentations and other correspondence.
Main duties of the job
* Diary Management
* Planning of meetings/agendas/minute taking
* Management of documents/databases within the shared area
* Represent the ICB Safeguarding Team as a single point of contact with internal and external stakeholders
* Format documents and letters as required.
* Excellent communication skills written and verbal
* Use the full Microsoft suite to support smooth and efficient running of the safeguarding team.
* Be familiar with and fully compliant with all GDPR requirements
Job responsibilities
* Provide a full Personal Assistant service to the Associate Director for Safeguarding & Partnerships and Head of Safeguarding to ensure that the right focus is placed on priorities
* Responsibility for inbox management, including monitoring and organising emails.
* Responsibility for diary management including compilation, coordination and prioritisation of appointments and developing appropriate measures to ensure the best use of the Associate Director for Safeguarding & Partnerships and Head of Safeguarding time.
* Manage and maintain effective bring-forward systems for the correspondence and actions, ensuring deadlines are tracked as appropriate.
* Minute taking and maintenance of action trackers, producing reports, presentations and meeting papers to an excellent standard and circulating these in a timely manner in advance of and following meetings as appropriate.
* Collate and prepare information, documentation and correspondence on behalf of Associate Director for Safeguarding & Partnerships and Head of Safeguarding for a range of audiences both internally and externally.
* Progress chase completion of actions by others on behalf of Associate Director for Safeguarding & Partnerships & the Head of Safeguarding
* Appropriately manage all correspondence replying to emails, letters, requests and memorandums as required.
* Appropriately manage telephone calls effectively and efficiently, screening and diverting calls as needed, demonstrating an excellent knowledge and understanding of processes across the team and familiarity with key personnel.
* Receive visitors on behalf of the Associate Director for Safeguarding & Partnerships and Head of Safeguarding, demonstrating professionalism and always exhibiting the core values of the team.
* Organise and arrange functions and events on behalf of Associate Director for Safeguarding & Partnerships and Head of Safeguarding as necessary, including organisation of travel and accommodation as appropriate, ensuring it is procured correctly.
* Undertake general administrative duties in support of the Associate Director for Safeguarding & Partnerships and Head of Safeguarding including scanning and photocopying, in addition to creating, developing and managing databases, spreadsheets, project plans & trackers and other documents in line with the needs of the Associate Director for Safeguarding & Partnerships and Head of Safeguarding.
* Supervise staff on a day to day basis as necessary
* Regularly review administrative processes/practices in the relevant area and propose improvements arising from such reviews
* Provide cover for Personal Assistant colleagues across the ICB in the event of their absence
* Provide logistic support in the event of an internal or external major incident to support the Safeguarding Team as required, undertaking and maintaining appropriate training including participation in internal training exercises.
Person Specification
Experience
* Experience of working in a busy administrative environment, delivering a full range of administrative procedures (e.g. managing diaries, minute taking)
* Experience in planning and prioritising tasks effectively
* Previous NHS experience
Qualifications
* Pitman or RSA typing up to Level III or equivalent
Skills and Knowledge
* Excellent working knowledge of all Microsoft Office packages with standard keyboard skills
* Knowledge of confidentiality and data protection legislation and able to use discretion where necessary
* Excellent listening and communication skills, both written and verbal
* Demonstrable experience of using electronic environment for audit trail management.
* Ability to work independently and manage own workload
* Good judgment and the ability to communicate thoughts clearly and simply
* Positive attitude and highly self-motivated and can motivate others
* Commitment to continuous professional learning and development
* Willingness to undertake a wide range of duties as required
#J-18808-Ljbffr