Job summary To provide a comprehensive personal assistant service to designated directors ensuring that they receive the support needed to facilitate the performance of their role As a member of the personal assistant team to also help ensure the provision of a consistent, high-quality service by providing support to the Chair and all Directors as and when required Main duties of the job Personal Assistant Responsibilities 1. To provide a full personal assistant service to either designated Directors in order to help ensure the smooth and efficient organisation and carrying out of their responsibilities. 2. To be the first point of contact for the Directors' visitors and telephone callers, providing callers with the information, advice and guidance to meet their needs. To ensure that all visitors and callers are handled in a manner that enhances the reputation of the Directors, the Executive and of the Trust. 3. Within parameters agreed with the Director, to make judgements and take actions necessary to resolve enquiries, requests and issues raised by managers, staff, external organisations and members of the public. This will include: Researching, collating and providing them with information Meeting with them to explore and resolve enquiries and issues Providing them with all necessary guidance and advice 4. To ensure that the Director is fully briefed on issues as they arise, determining the priority of the issue and, as necessary, obtaining and collating the information needed to enable the Director to make an informed decision. 5. To manage the Directors' diaries, making decisions on whether and when appointments are made, based on the issue, the needs of the caller and the workload priorities and commitments of the Director. About us Diversity makes us interesting Inclusion is what will make us outstanding. Inequality exists and the journey to eliminate it is not easy. Every step we take will be a purposeful step forward to deliver a truly inclusive culture where all our people are enabled to deliver outstanding care, where background is no barrier, and where everyone can be their authentic self and we truly represent our patient community. We are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics. Reasonable adjustments will be made for disabled applicants where possible. All applicants who have a disability and meet the minimum criteria for the post can opt for a guaranteed interview. If you need additional help with your application please get in touch by calling the recruitment team on 0118 322 6997 or 0118 322 5342. Our primary method of communication will be via email. However, if you would prefer to be contacted through a different method, please inform the recruitment team. Date posted 28 February 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year per anuum Contract Permanent Working pattern Full-time Reference number 193-7018150CORB5PA Job locations Royal Berkshire Hospital Reading RG1 5AN Job description Job responsibilities Job Title: Personal Assistant Grade: Band 5 Reporting Responsibility: Corporate Governance Manager Job Purpose: To provide a comprehensive personal assistant service to designated directors ensuring that they receive the support needed to facilitate the performance of their role As a member of the personal assistant team to also help ensure the provision of a consistent, high-quality service by providing support to the Chair and all Directors as and when required Principal Responsibilities Personal Assistant Responsibilities 1. To provide a full personal assistant service to either designated Directors in order to help ensure the smooth and efficient organisation and carrying out of their responsibilities. 2. To be the first point of contact for the Directors visitors and telephone callers, providing callers with the information, advice and guidance to meet their needs. To ensure that all visitors and callers are handled in a manner that enhances the reputation of the Directors, the Executive and of the Trust. 3. Within parameters agreed with the Director, to make judgements and take actions necessary to resolve enquiries, requests and issues raised by managers, staff, external organisations and members of the public. This will include: Researching, collating and providing them with information Meeting with them to explore and resolve enquiries and issues Providing them with all necessary guidance and advice 4. To ensure that the Director is fully briefed on issues as they arise, determining the priority of the issue and, as necessary, obtaining and collating the information needed to enable the Director to make an informed decision. 5. To manage the Directors diaries, making decisions on whether and when appointments are made, based on the issue, the needs of the caller and the workload priorities and commitments of the Director. 6. To develop a network of key relationships both within and outside of the Trust in order to help facilitate the performance of the Directors responsibilities and to enhance their reputation 7. On behalf of the Director, to communicate and correspond with senior managers and clinicians within the Trust, with other organisations and members of the public on difficult, sensitive and complex, as well as routine, issues 8. To type and format correspondence, reports and presentations from dictation or from drafts prepared by the Director. In addition, to design and create correspondence, reports and presentations on behalf of the Director, within agreed parameters 9. To ensure the provision of information required for Board reports, obtaining, collating and presenting the information as required 10. As required, to prepare agendas and take notes of meetings for the Director and to take and transcribe minutes of specified Trust committees 11. To implement, operate and maintain effective and secure systems for the organisation, control and accessing of the Directors electronic and paper information resources 12. To develop and maintain monitoring systems for the obtaining of information and reports regularly required by the Director. To ensure that the information is obtained on time 13. To co-ordinate and/or expedite arrangements to ensure the effective and timely handling of formal patient and non-patient complaints; formal staff grievances and disciplinary meetings for which the Director has a responsibility, communicating with the complainants and staff involved as required. Personal Assistant Team Responsibilities 14. To contribute to the provision of a quality personal assistant service to the Chairman and the Executive team through: Providing secretarial support to cover in the absence of a Personal Assistant colleague or in cases of peaks in workload Working closely with and supporting other members of the Personal Assistant team 15. As required, to contribute to any reviews of departmental administrative systems and processes designed to support the work of the Directors, proposing changes and improvements. 16. To provide support to all members of the Personal Assistant team to help ensure the effective operation of the team Job description Job responsibilities Job Title: Personal Assistant Grade: Band 5 Reporting Responsibility: Corporate Governance Manager Job Purpose: To provide a comprehensive personal assistant service to designated directors ensuring that they receive the support needed to facilitate the performance of their role As a member of the personal assistant team to also help ensure the provision of a consistent, high-quality service by providing support to the Chair and all Directors as and when required Principal Responsibilities Personal Assistant Responsibilities 1. To provide a full personal assistant service to either designated Directors in order to help ensure the smooth and efficient organisation and carrying out of their responsibilities. 2. To be the first point of contact for the Directors visitors and telephone callers, providing callers with the information, advice and guidance to meet their needs. To ensure that all visitors and callers are handled in a manner that enhances the reputation of the Directors, the Executive and of the Trust. 3. Within parameters agreed with the Director, to make judgements and take actions necessary to resolve enquiries, requests and issues raised by managers, staff, external organisations and members of the public. This will include: Researching, collating and providing them with information Meeting with them to explore and resolve enquiries and issues Providing them with all necessary guidance and advice 4. To ensure that the Director is fully briefed on issues as they arise, determining the priority of the issue and, as necessary, obtaining and collating the information needed to enable the Director to make an informed decision. 5. To manage the Directors diaries, making decisions on whether and when appointments are made, based on the issue, the needs of the caller and the workload priorities and commitments of the Director. 6. To develop a network of key relationships both within and outside of the Trust in order to help facilitate the performance of the Directors responsibilities and to enhance their reputation 7. On behalf of the Director, to communicate and correspond with senior managers and clinicians within the Trust, with other organisations and members of the public on difficult, sensitive and complex, as well as routine, issues 8. To type and format correspondence, reports and presentations from dictation or from drafts prepared by the Director. In addition, to design and create correspondence, reports and presentations on behalf of the Director, within agreed parameters 9. To ensure the provision of information required for Board reports, obtaining, collating and presenting the information as required 10. As required, to prepare agendas and take notes of meetings for the Director and to take and transcribe minutes of specified Trust committees 11. To implement, operate and maintain effective and secure systems for the organisation, control and accessing of the Directors electronic and paper information resources 12. To develop and maintain monitoring systems for the obtaining of information and reports regularly required by the Director. To ensure that the information is obtained on time 13. To co-ordinate and/or expedite arrangements to ensure the effective and timely handling of formal patient and non-patient complaints; formal staff grievances and disciplinary meetings for which the Director has a responsibility, communicating with the complainants and staff involved as required. Personal Assistant Team Responsibilities 14. To contribute to the provision of a quality personal assistant service to the Chairman and the Executive team through: Providing secretarial support to cover in the absence of a Personal Assistant colleague or in cases of peaks in workload Working closely with and supporting other members of the Personal Assistant team 15. As required, to contribute to any reviews of departmental administrative systems and processes designed to support the work of the Directors, proposing changes and improvements. 16. To provide support to all members of the Personal Assistant team to help ensure the effective operation of the team Person Specification Education & training Essential Ability to develop and maintain communication, both verbally and in writing, to all levels of staff, patients, the public and managers from different organisations about often sensitive, complex or difficult issues In depth experience of working as a senior secretary or personal assistant for a manager/clinician operating at a senior level within an organisation Ability to take and transcribe formal minutes Desirable Experience of working in a complex organisational environment, either in the NHS, elsewhere in the public sector or in a private or voluntary sector organisation Good general education level or equivalent knowledge and skills gained through any combination or alternative study, employment or voluntary work Experience Essential Ability to take and transcribe formal minutes Ability to plan and manage small projects ensuring that actions are taken in a logical and timely sequence Desirable Desktop exercise to assess ability in this area Competent in shorthand Person Specification Education & training Essential Ability to develop and maintain communication, both verbally and in writing, to all levels of staff, patients, the public and managers from different organisations about often sensitive, complex or difficult issues In depth experience of working as a senior secretary or personal assistant for a manager/clinician operating at a senior level within an organisation Ability to take and transcribe formal minutes Desirable Experience of working in a complex organisational environment, either in the NHS, elsewhere in the public sector or in a private or voluntary sector organisation Good general education level or equivalent knowledge and skills gained through any combination or alternative study, employment or voluntary work Experience Essential Ability to take and transcribe formal minutes Ability to plan and manage small projects ensuring that actions are taken in a logical and timely sequence Desirable Desktop exercise to assess ability in this area Competent in shorthand 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. Employer details Employer name Royal Berkshire NHS Foundation Trust Address Royal Berkshire Hospital Reading RG1 5AN Employer's website https://www.royalberkshire.nhs.uk/ (Opens in a new tab)