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. Use independent judgement to prioritise the high level competing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities or project plans.
* Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively.
* Support the management of activities, gathering information, updating documentation and undertaking enquiries as necessary for the activities lead.
Job 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
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