Go back Nottinghamshire Healthcare NHS Foundation Trust
Personal Assistant/Admin Team Leader
The closing date is 04 June 2025
A position has become available to join our friendly team within Low Secure & Community Forensics.
We are seeking an experienced Personal Assistant to support our Clinicians and provide oversight and supervision to our admin colleagues.
Previous experience within leadership & secretarial roles is necessary.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced). This cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.
Main duties of the job
The post will be responsible for day-to-day support and supervision of admin staff in Low Secure & Community Forensics, ensuring excellent administrative support to clinical staff.
You will have:
* Educated to NVQ Level 4 standard or equivalent knowledge and experience.
* Significant recent experience in a similar role, including staff supervision.
* Extensive experience with MS Office packages.
* Diary and email management.
* Preparing meeting agendas & minute-taking.
* Support with recruitment processes.
* Knowledge of procedures related to providing a safe working environment.
* Working knowledge of patient information systems.
* Ability to work with minimal supervision and use own initiative.
* Excellent communication skills with staff at all levels, patients, and outside agencies.
* Excellent organisational skills, office management, and the ability to prioritise and meet deadlines.
You will work under the direct supervision of the Admin Manager.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference daily. We provide services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire, from over 200 sites, including community, acute, and secure environments.
We are one of the largest mental health and community Trusts in the East Midlands and host regional services like the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We support a diverse workforce through various staff networks and prioritize colleague health and wellbeing, including occupational health and counselling services.
Our commitment to environmental sustainability includes efforts to reduce carbon emissions and achieve net-zero targets.
Job responsibilities
Provide comprehensive secretarial support, ensuring work is completed accurately within set standards and deadlines.
Manage messages and ensure information is transmitted appropriately.
Coordinate administrative and secretarial services, prioritising and organising workloads.
Collaborate with other PAs and Admin Team Leaders for consistency and coverage.
Produce high-quality reports and manage complex diary and email schedules.
Handle sensitive documents and assist with local projects and meetings.
Arrange meetings, investigations, and conferences, including venue and catering arrangements.
Ensure actions from meetings are tracked and completed.
Source and summarise information as needed.
Maintain health and safety standards in line with Trust policies.
Participate in training and be flexible to cover different sites and duties.
Please note that this post does not meet the pay level required for a Skilled worker visa.
Applicants with no NHS experience will be placed at the bottom of the pay band, and the Trust cannot sponsor Skilled Worker / Health & Care visas in this case. For visa likelihood, see https://www.gov.uk/skilled-worker-visa
Person Specification
Qualifications
* Leadership/management qualification to Foundation Degree level or significant recent leadership experience.
* Knowledge of business & administration procedures, e.g., NVQ Level 3 or equivalent, including staff management and conflict resolution.
* Typing/work processing qualification to RSA/OCR III standard or equivalent.
Values & Behaviours
* Act in line with Nottinghamshire Healthcare NHS Foundation Trust values: Honesty, Respect, Compassion, Teamwork.
* Demonstrate understanding and commitment to Equality, Diversity, and Inclusion (EDI).
Experience
* High-level customer care skills.
* Experience working with senior management.
* Experience in busy office environments.
* Extensive knowledge of Microsoft systems.
* Understanding of Data Protection Act and confidentiality.
* Accurate minute-taking skills.
* Experience with computer databases.
* Previous NHS experience preferred.
* Knowledge of Patient Information Systems.
Contractual Requirements
* Attend mandatory training.
* Ability to travel across trust sites.
* Willingness to undertake necessary training.
Physical Requirements
* Prolonged sitting and setting up meeting/training rooms.
Training
* Customer Care Training.
Skills
* Ability to work independently.
* Excellent telephone manner.
* Experience working without supervision for extended periods.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A DBS check is required to verify any previous convictions.
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