Torbay and South Devon NHS Foundation Trust
We are looking for an innovative and confident individual to join the South Devon Community team in the role of Personal Assistant for both the Assistant Director of South Devon and the Community Services Manager (Moor to Sea). The post holder will require flexibility and experience to manage a fast-paced and varied workload.
The role will involve hybrid working and occasional travel around South Devon.
Main duties of the job
* Provide an effective and professional service to enable the Assistant Director and Community Services Manager and their teams to work efficiently. Use tact and diplomacy to encourage effective working across the team and with colleagues.
* Undertake effective diary management, prioritising diary commitments on behalf of the Assistant Director and Community Services Manager on a daily basis. Manage incoming correspondence and e-mails, including that of a confidential and sensitive nature, exercising independent judgement to initiate appropriate action.
* Organise regular committees and group meetings. Manage agendas and papers for meetings and take accurate minutes as required.
* Communicate and liaise effectively with external agencies, visitors, and local disciplines as directed and required on a range of complex and sensitive topics.
* Display tact, diplomacy, and confidentiality at all times, using initiative, persuasion, and negotiation when necessary.
* Manage incoming telephone calls and enquiries and ensure appropriate action is taken.
* Ensure effective communication links are set up and maintained with other Personal Assistants and senior secretaries as appropriate.
Job responsibilities
* Provide occasional support to other senior managers.
* Understand and maintain a high standard of confidentiality adhering to the Trust Data Protection policy at all times.
* Be fully aware of the implications of and responsibilities under the Health and Safety at Work Act and the Trust's associated policies.
* Organise meetings, distribute agendas, and take minutes.
* Organise seminars/workshops for the Assistant Director and Community Services Manager.
* Organise the Assistant Director and Community Services Manager emails in a professional and discreet manner.
* Proficient use of all Microsoft Office applications, especially running an Outlook calendar.
Person Specification
Knowledge and experience
* Experience in a relevant setting.
* Able to demonstrate advanced skills in the use of word processing packages, spreadsheets, and databases.
* Ability to respond effectively to correspondence without supervision.
* Good overview of NHS organisation and management.
Qualifications and training
* Recognised secretarial/administrative qualifications.
* NVQ 3 in Administration or equivalent experience.
* RSA 3 or equivalent keyboard qualifications.
* Sound knowledge of Microsoft Office packages.
Specific skills
* Proven ability to provide a high quality of secretarial and administrative support.
* Ability to interact and communicate professionally with colleagues, patients, and other health professionals at a senior level, adapting working styles to suit the circumstances and objectives.
* Excellent administrative and organisational skills in an appropriate environment.
* Supervising others.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Salary: £26,530 to £29,114 per annum pro rata.
#J-18808-Ljbffr