Main area Administrative Services Grade NHS AfC: Band 5 Contract Permanent Hours
* Part time
* Job share
19.5 hours per week (Monday, Tuesday, Wednesday) Job ref 990-MID-6752098-E
Employer NHS England Employer type NHS Site Cardinal Square Town Derby Salary £29,970 - £36,483 per annum, pro rata Salary period Yearly Closing 29/12/2024 23:59
Personal Assistant
NHS AfC: Band 5
Our Organisation
The NHS is building a culture that is positive, compassionate and inclusive – and we all have our part to play.
As employers we are committed to protecting and promoting the physical and mental health and wellbeing of all our colleagues. This underpins our values as set out in the NHS Constitution and supports us to be an Employer of Choice, while helping our colleagues to deliver high quality services for our patients and communities.
As a flexible employer, we want to support you to work in a way that is best for the NHS, our patients and you. Talk to us about how we might be able to accommodate a flexible working arrangement whether that’s a job share, part time, hybrid working or another flexible pattern.
Job overview
As Directorate Personal Assistant, the post holder will provide comprehensive diary management and PA support to the Director of Performance and Director of Improvement and supporting teams, proactively ensuring all directorate needs are met and that the Directors are suitably supported.
Main duties of the job
Key responsibilities will include:
Planning & Organising
* Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.
* Ensure the Directors team have been briefed and have the required documentation for all meetings/events.
* Organise and produce reports, papers, presentations and other similar documentation in accordance with organisational timeframes.
* Provide effective diary management for Senior Managers and the team, ensuring that appointments are planned and coordinated, and run to schedule.
* Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material.
* Support the management of activities, gathering information, updating documentation and undertaking enquiries as necessary for the activities lead.
Detailed job description and main responsibilities
Main duties of the job continued.
Service Improvement
* Develop and implement robust work processes and systems to ensure timely delivery against deadlines.
* Work closely with other team members to improve current practices and processes to achieve best possible outcomes.
Person specification
Skills and Abilities
* Advanced knowledge of Microsoft software applications (outlook, word, excel and Powerpoint etc)
* Excellent planning and organising capabilities, with exceptional attention to detail
* Able to respond to changing demands and reprioritise when necessary
* Able to work without supervision to agreed deadlines
* Willingness to adapt to change and to develop services and systems to meet changing demands
Knowledge and Experience
* Significant administrative/secretarial experience working in a large/busy team and with Director level stakeholders.
* Demonstrable experience dealing with sensitive and confidential information
* Experience initiating and maintaining office systems
* Previous similar role in a healthcare or public sector environment
Education, Training and Qualifications
* Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area such as senior administration
Interpersonal Skills
* Well-developed interpersonal and oral / written communication skills
* Able to maintain effective working relationships at all levels and with staff in other offices
* Professional, calm and efficient manner
* Works well with others, is positive and helpful, listens, involves, respects and learns from the contribution of others
Our commitments to you
We are passionate about creating an inclusive workplace that promotes and values diversity. We know that different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers better patient outcomes. We strive to ensure our people feel trusted, valued and empowered.
We welcome applications from disabled candidates. If you meet all the essential criteria, you will be guaranteed an interview.
If applying for this role on a secondment basis, please make sure you have obtained prior agreement from your current line manager to apply for this position.
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