Personal Assistant to Directors of Forensic Services
Nottinghamshire Healthcare NHS Foundation Trust
An exciting opportunity to work as part of an established PA Team supporting the Directors of Forensic Services. This role requires significant organisational skills, initiative, time management skills and personal credibility. The role requires a Personal Assistant with the ability to provide an excellent, confidential and efficient service.
Please note that this post does not meet the pay level required for a Skilled worker visa. Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa.
Main duties of the job
1. Responsible for all aspects of personal assistant support, working to optimum levels in terms of efficiency and organisation.
2. Undertake office duties including complex diary management and email management, opening and distributing mail.
3. Operation of brought forward systems, dealing with telephone calls and enquiries.
4. Production and collation of complex and sensitive documents.
5. Deal with enquiries/visitors including senior staff members, Trust Board members and other visiting professionals.
6. Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
7. Ensure actions resulting from all meetings and other working parties are time-lined and undertaken.
8. Monitor and circulate team reports with regards to training, Personal Appraisal and Development (PAD), and any other database.
9. Monitor and order stock and non-stock items, as required.
10. Booking courses, accommodation and travel requests.
11. Coordinate away days, conferences and other events, as required.
12. Responsible for ensuring that accurate work is completed within the time limits and standards set.
13. Work effectively both independently and as a team member.
14. Responsible for own Essential Training requirements.
15. Work flexibly and provide cover which may include the requirement to travel to different sites.
16. Undertake any other duties that would be a reasonable expectation of the role.
About us
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
Job responsibilities
1. Provision of a high level efficient, comprehensive and confidential personal assistant service.
2. Regular contact and exchange of complex confidential, sensitive information between staff, service users, carers, general public and internal/external agencies, where tact and diplomacy is required.
3. Maintain a position of integrity at all times whilst appreciating the need for confidentiality.
4. Communicate in a professional manner, keeping accurate and complete records.
5. Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or significant practical experience.
6. Recent experience of undertaking accurate formal meeting minutes.
7. Ability to meet deadlines.
8. Understanding of data protection and maintaining strict confidentiality.
9. Extensive working experience of MS Office and Outlook.
10. Recent experience of working with minimal supervision and using own initiative.
11. Excellent organisational skills, and the ability to prioritise and work to set timescales.
12. Ability to work as part of a team.
13. Analyse, investigate and resolve queries, problems relating to data quality, staffing and departmental issues.
14. Manage, update and maintain complex diary schedules.
15. Prioritise and organise own workload in a busy office environment.
16. Arrange away days and conferences, as appropriate.
17. Plan and coordinate local projects.
18. Be responsible for booking meetings and ensuring that all relevant documentation is available.
Person Specification
* Computer literacy including word, excel, outlook, database.
* Maintain electronic records/information on computer.
Experience
* Scheduling/ Diary Management.
* Minute Taking.
* Experience of working in a customer-facing role.
* High Level Microsoft Office software.
* Previous experience of working in an office environment.
* Ability to work as an effective team member.
Skills
* Excellent interpersonal/communication skills.
* Excellent telephone manner.
* Good interpersonal skills.
* Good numeracy and literacy skills.
Qualifications
* Typing/word processing qualification to RSA/OCR III standard or equivalent skill level.
* Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3.
* ECDL.
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).
Employer name
Nottinghamshire Healthcare NHS Foundation Trust
Address
Forensic Care Group - flexible, to be discussed at interview
Salary
£26,530 to £29,114 a year (part time for pro rata)
Contract
Permanent
Reference number
186-1105-24-CS
Job locations
Forensic Care Group - flexible, to be discussed at interview
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