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.
Responsible for all aspects of personal assistant support, working to optimum levels in terms of efficiency and organisation.
1. To undertake office duties including complex diary management and email management, opening and distributing mail.
2. Operation of brought forward systems, dealing with telephone calls and enquiries.
3. Production and collation of complex and sensitive documents.
4. To deal with enquiries/visitors including senior staff members, Trust Board members and other visiting professionals.
5. Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
6. Ensure actions resulting from all meetings and other working parties are time-lined and undertaken.
7. To monitor and circulate team reports with regards to training, Personal Appraisal and Development (PAD), and any other database.
8. To monitor and order stock and non-stock items, as required.
9. Booking courses, accommodation and travel requests.
10. To coordinate away days, conferences and other events, as required.
11. Responsible for ensuring that accurate work is completed within the time limits and standards set.
12. To work effectively both independently and as a team member.
13. Responsible for own Essential Training requirements.
14. To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
15. To undertake any other duties that would be a reasonable expectation of the role.
Provision of a high level efficient, comprehensive and confidential personal assistant service. This will involve the 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 in a form that is appropriate to them and the situation and constructively manages barriers to effective communication.
Maintain a position of integrity at all times whilst appreciating the need for confidentiality when dealing with patients, carer, staff information and issues appertaining to this post. Communicating in a professional manner, keeping accurate and complete records that are consistent with relevant legislation and Trust policies and procedures.
Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or significant practical experience of working to senior management, which will include complex diary management and decision making.
Recent experience of undertaking accurate formal meeting minutes.
Ability to meet deadlines.
Understanding of data protection and maintaining strict confidentiality.
Extensive working experience of MS Office and Outlook.
Recent experience of working with minimal supervision and using own initiative.
Excellent communication skills.
Excellent organisational skills, and the ability to prioritise and work to set timescales.
Ability to work as part of a team.
Analyse, investigate and resolve queries, problems relating to data quality, staffing and departmental issues.
To manage, update and maintain complex diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
Prioritising and organising own workload in a busy office environment.
To arrange away days and conferences, as appropriate to the role, involving internal and external stakeholders.
Plan and coordinate local projects, ensuring that they are undertaken with minimal disruption and maximum communication.
Be responsible for booking meetings and ensuring that all relevant documentation is available.
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