Job summary
We now have a vacancy for a full or part time, Band 4 Directorate Personal Assistant to work within Oldham Community Services, Horton House which is part of the Northern Care Alliance. You will provide an effective, confidential and efficient secretarial and administrative service to the Division of Oldham Community all times you will be dealing with matters of a highly confidential, sensitive and sometimes commercially sensitive will provide effective, efficient and accurate diary management, at all times assessing the appropriateness of meeting timings and arrangements with the intent of improving productivity through effective time management. This will include planning for situations which are known and planning to re-prioritise work to accommodate unexpected situations and will use email, electronic diaries, internet/intranet and the MS applications specifically Word, PowerPoint and Excel. Willing to train in the use of other applications and will compile reports and presentations using the full range of MS applications to strict timescales and deadlines and working with the Division / Directorate to ensure this is achieved. This will involve keeping to deadlines to ensure information is available for key will be responsible for monitoring and managing email traffic on behalf of the Division / Directorate; prioritising and highlighting matters requiring urgent attention or responding as appropriate.
Main duties of the job
1. Provide, receive and manage information electronically, verbally or in writing which may be of a confidential or sensitive nature, which may involve individual, staff or patient matters or matters of commercial confidence.
2. Provide complex diary management, arranging of meetings, appointments and interviews as required.
3. Provide a confidential secretarial service, maintaining confidentiality at all times.
4. To prepare and type agenda and take, type and distribute minutes of meetings.
5. To be responsible for the preparation and circulation of meeting information and agendas.
6. Maintain and develop a variety of systems to effectively manage workloads, including the use of bring forward systems.
7. To provide administrative support for booking of rooms and arranging meetings, including the setting up of meetings / event planning and organising.
8. To maintain internal filing systems aligned in accordance to the non-clinical records management strategy.
9. To order and maintain equipment stocks, to check, prepare for authorisation and distribute equipment orders.
10. General administration details such as shared responsibility for the collection and distribution of all post, send and receive emails and faxes and photocopying.
11. Receiving and greeting visitors.
12. To work as part of a team and closely with secretarial colleagues to support in times of absence.
About us
The Northern Care Alliance NHS Foundation Trust (NCA) provides hospital and integrated health and social care services to over one million people living across Greater Manchester. Our 20,000 colleagues care for people in hospital and in the community, working across Bury, Rochdale, Oldham and Salford, to save and improve a large NHS trust we are committed to enhancing the health of our local population by delivering consistently high standards of care and working closely with local authorities and key partners. We believe in our power and potential to make a difference and we're always looking for people who demonstrate our three core values - care, appreciate and inspire - to join our return, we can offer you a job role with purpose and flexibility. The size and scale of the NCA means we can provide more challenge and opportunities so your career can always be moving in the right direction. By joining us you can also access a competitive benefits package, including, a fantastic annual leave allowance, flexible working opportunities and protected hours for health and wellbeing activities, helping you to achieve more personal downtime and a better work-life balance.
Job description
Job responsibilities
To read more information about the advertised role, and the main job duties/responsibilities please open the Job Description and Person Specification located under the supporting documents heading. You can also read more information about working at the Northern Care Alliance within the attached Candidate Information Pack or by visiting our careers website:
Person Specification
Qualifications
Essential
13. Educated to GCSE or equivalent in English language
14. NVQ II in Office Administration or RSA II or equivalent experience
Desirable
15. ECDL Qualification
Knowledge, Skills, Training & Experience
Essential
16. Experience as a Secretary
17. Excellent word processing and audio typing skills
18. Experience of using Microsoft Office
19. Experience as a secretary at management level
20. Good written skills
21. Good oral communication skills with people from a wide variety of backgrounds
22. Good organisational Skills
23. Able to work as part of a team
24. Able to work to Deadlines
25. Able to deal with sensitive issues in a confidential manner
26. Effective telephone and communication skills
27. Ability to manage a busy and varied workload
28. Ability to interact well with all levels of staff