Job summary Inpatient Mental Health Services are pleased to offer an exciting opportunity for an individual to join our team as Personal Assistant (PA)/Higher Secretary to the Associate Director for Inpatient & Urgent Care Mental Health Services. We are seeking an experienced, reliable and highly motivated PA/Higher Secretary to work within the busy management area of our Inpatient & Urgent Care Services. You will need to have proven organisational skills and be committed to provide high-quality PA and Secretarial support. This is an exciting opportunity to work within a busy area of the NHS and is an important role working as part of a Management team with a friendly atmosphere and strong work ethic. Main duties of the job As PA/Higher Secretary to the Associate Director, you will be required to provide a full and comprehensive service, the complexities of which require a high degree of organisational skills, particularly in diary and time management. Effective diary management will require the post holder to organise meetings as required which will involve liaison with a wide number of both internal and external stakeholders. Mailbox management is also a key part of the role. As PA/Higher Secretary to the Associate Director, you will be required to provide support in organising meetings (including HR hearings and meetings of a confidential nature taking notes/actions as requested) as well as providing support for administration services including recruitment and placing orders. You will need to have the ability to work under pressure and although a key part of the team, on your own initiative. About us EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including; Season Ticket Loans NHS discounts for staff Excellent Training facilities and opportunities Buying and Selling annual leave scheme The opportunity to work bank shifts and expand knowledge and experience in other areas Salary Sacrifice schemes including lease cars and Cycle to Work Day One Flexible Employer The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment Join our Staff bank What is Staff Bank? Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times. If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank. Date posted 08 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Per Annum Contract Permanent Working pattern Full-time Reference number 364-A-8457-A Job locations Basildon Mental health Unit Nethermayne Basildon SS16 5NL Job description Job responsibilities The post holder will: Provide a full PA provision for the Associate Director Provide a full and confidential secretarial and administrative service to the Associate Director. Provide a first point of contact for internal and external queries, answering them where possible and otherwise signposting them to the appropriate department. Attend and minute meetings as required and be responsible for the typing and presentation of reports and minutes in accordance with the required format. Manage the communication, to and from, the Associate Director and Service Management Team and across all Directorates ensuring that all matters are prioritised appropriately. Ensure that there is an efficient electronic and manual filing and retrieval system in operation with a functioning brought forward system. Take lead responsibility for organising workshops and other functions as directed. This will require communication with all attendees, booking venues, organising catering, attendance on the day and note taking and typing from the day. Prepare and co-ordinate papers, presentations and agendas for meetings. Attend and minute meetings if required and transcribe minutes ensuring follow up action is taken for specific pieces of work/committees. Assist with budget management by coding and checking expenditure in accordance with standing financial instructions. Assist in the local induction of other members of staff within the Directorate as required. To support the recruitment, induction and supervision of other administrative staff where appropriate and as required. Cover within the Directorate PA/Secretarial team as required. Job description Job responsibilities The post holder will: Provide a full PA provision for the Associate Director Provide a full and confidential secretarial and administrative service to the Associate Director. Provide a first point of contact for internal and external queries, answering them where possible and otherwise signposting them to the appropriate department. Attend and minute meetings as required and be responsible for the typing and presentation of reports and minutes in accordance with the required format. Manage the communication, to and from, the Associate Director and Service Management Team and across all Directorates ensuring that all matters are prioritised appropriately. Ensure that there is an efficient electronic and manual filing and retrieval system in operation with a functioning brought forward system. Take lead responsibility for organising workshops and other functions as directed. This will require communication with all attendees, booking venues, organising catering, attendance on the day and note taking and typing from the day. Prepare and co-ordinate papers, presentations and agendas for meetings. Attend and minute meetings if required and transcribe minutes ensuring follow up action is taken for specific pieces of work/committees. Assist with budget management by coding and checking expenditure in accordance with standing financial instructions. Assist in the local induction of other members of staff within the Directorate as required. To support the recruitment, induction and supervision of other administrative staff where appropriate and as required. Cover within the Directorate PA/Secretarial team as required. Person Specification Education/Qualification Essential Good written and spoken English NVQ level 3 Business Administration and /or equivalent experience or qualification (e.g. RSA 3). Desirable Recognised Medical Secretary Qualification/AMSPAR Good general education with Maths and English to GCSE standard or equivalent Knowledge Essential Knowledge of a full range of secretarial and administration procedures Desirable Advanced IT skills i.e. Word/Excel and PowerPoint and Outlook Skills Essential Experience of working within a team environment Desirable Previous experience of working in the NHS Experience of working in the Mental Health environment Person Specification Education/Qualification Essential Good written and spoken English NVQ level 3 Business Administration and /or equivalent experience or qualification (e.g. RSA 3). Desirable Recognised Medical Secretary Qualification/AMSPAR Good general education with Maths and English to GCSE standard or equivalent Knowledge Essential Knowledge of a full range of secretarial and administration procedures Desirable Advanced IT skills i.e. Word/Excel and PowerPoint and Outlook Skills Essential Experience of working within a team environment Desirable Previous experience of working in the NHS Experience of working in the Mental Health environment 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Essex Partnership University NHS Foundation Trust Address Basildon Mental health Unit Nethermayne Basildon SS16 5NL Employer's website https://eput.nhs.uk/ (Opens in a new tab)