Herefordshire and Worcestershire Health and Care NHS Trust
An exciting opportunity has arisen within the Specialist Mental Health and Learning Disability Services SDU for the role of Personal Assistant (PA) to the Associate Director (AD). The successful candidate will be providing direct secretarial duties to the AD and support to the wider management team.
This is a rewarding opportunity to work alongside the Senior Management Team to ensure the smooth running of the Service Delivery Unit (SDU). It is a diverse role and a flexible attitude is needed.
We are looking for a candidate who has excellent organisational skills, uses initiative appropriately, a good understanding of time management and prioritisation, and has personal credibility. The role requires a PA with the ability to provide a confidential and efficient service and to take a flexible approach to home and office-based working. If you're interested in this role which is banded at AFC4; more details are contained within the JD and person spec.
Main duties of the job
1. Undertake senior administrative/secretarial-PA duties that are specific to the role.
2. Arrange and confirm appointments and meetings as required, making appropriate arrangements, e.g. hospitality, booking venues, equipment, travel, accommodation.
3. Provide a secretarial service to meetings, including the preparation and distribution of agendas and papers, taking minutes.
4. Act as the first point of contact (specific to the role) ensuring matters are dealt with efficiently and effectively.
5. Manage own workload effectively, prioritising and delegating work to junior staff accordingly.
6. Undertake extensive coordination of electronic diary systems for all designated personnel.
7. Assist in service audits, as required.
8. Assist with the relevant parts of the recruitment process for the department, as required, liaising with the centralised Recruitment Team.
9. Record information to the Electronic Staff Record, as appropriate.
About us
At Herefordshire and Worcestershire Health and Care NHS Trust, we are working together to deliver outstanding care. We run community hospitals and community health services across Worcestershire and provide mental health and learning disability services across both Herefordshire and Worcestershire.
Our people (all 4500+ of them) provide services for people of all ages, experiencing both physical and/or mental health conditions from over 100 sites.
We will support you to thrive; offer flexible working options for a great work-life balance, help you fulfil your ambitions, and empower you to make positive changes within your team or service. It's why we were named Large Apprenticeship Employer of the Year at the 2022 Worcestershire Apprenticeship Awards. We value diversity and encourage applications from people of all backgrounds, cultures, and ethnicities.
What we offer
1. 27 days leave plus bank holidays, increasing up to 33 days with long service.
2. Generous NHS pension and enhanced pay when you work unsocial hours.
3. Flexible and agile working opportunities.
4. Great maternity, paternity, and adoption support.
5. Wide range of staff networks such as LGBT+ and ENRICH (Equality Network for Race Inclusion and Cultural Heritage).
6. Health service discounts and online benefits including excellent cycle to work and car salary sacrifice schemes.
7. Health and wellbeing opportunities.
If you would like to know more, please visit our careers website.
Job responsibilities
1. Exercise judgment when dealing with staff, patients, carers, and external contacts.
2. Be a flexible supportive member of the team, providing cover during staff absences or during times when there is heavy demand for admin support.
3. Initiate responses to routine correspondence, produce reports, formal minutes, etc., create and format spreadsheets and/or databases.
4. Maintain accurate, contemporaneous and complete records in accordance with the Trust's policy and guidelines for records and recordkeeping.
5. Concentration required for minute taking.
6. For full details of the duties and criteria for the role please refer to the job description and person specification attached.
Person Specification
Additional Criteria
* Willingness to commit to continuing professional development.
* Professional manner as a representative of the Trust.
* Tact and discretion for dealing with confidential information.
Skills & Abilities
* Ability to challenge poor behaviour.
* A positive attitude and able to act on feedback.
* Ability to praise and be supportive to others.
* Ability to communicate clearly and effectively in English in both verbal and written formats.
* Advanced IT skills. These will be tested at interview.
* Minute taking skills.
* Numerate.
* Accuracy and attention to detail.
* Good organisational skills.
* Able to demonstrate the ability to use initiative effectively.
Qualifications
* Educated to academic Level 3 (e.g. A-Level, NVQ3, OCR/ RSA3, City and Guilds 3) in a Business Administration-related subject.
* I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
* Shorthand.
Knowledge
* Knowledge of the full range of administrative/ secretarial procedures.
* Extensive knowledge of Microsoft Office Word/ Excel/ Outlook.
* Understanding of the Data Protection Act and NHS Code of Confidentiality.
* PowerPoint.
Experience
* Significant recent Administrative/Secretarial experience (usually demonstrated by a minimum of 3 years experience).
* Supervision/management of staff.
* Minute taking experience.
Employer name
Herefordshire and Worcestershire Health and Care NHS Trust
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