Job overview If you are a motivated and enthusiastic Personal Assistant with experience of providing support at a senior level, we have an exciting opportunity for you, based at our Trust’s Headquarters. This role will require high levels of confidentiality, attention to detail, and the ability to work in a fast-moving and sometimes highly pressurised environment. You must have the ability to work on your own initiative, with little supervision, but at the same time play an integral role in the wider executive administration team, offering support to colleagues and others where required. Experience of formal minute-taking is essential. This is a full-time position based at Trust Headquarters in Lincoln. We offer a fantastic benefits package, including flexible home working and NHS pension scheme, as well as access to staff wellbeing services. For any further information regarding this role, please contact Claudia Croft, Office Manager and Executive Assistant to Chief Executive on 01522 309199 or via email [email protected] Applicants must have the right to work in the UK - sponsorship is not available. Please provide details of the visa type and expiry date in your application. Failure to provide the required information will result in your application being rejected. Advert To provide efficient and effective secretarial and administrative support to the Executive Team and specifically to two executive directors. To provide efficient and effective administrative and minuting support to Board Committee and subgroup meetings. The post holder will be expected to act on their own initiative and provide cross cover/support for other team members as necessary in order to facilitate effective service function. Working for our organisation Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do. You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of ‘outstanding’ for well-led and ‘good’ overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We’re really proud of this! We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff. Whether you’re taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire has a range of rewarding health and social care careers in a county that’s friendly, fascinating, affordable and brimming with everything you need to live a happy life. Visit beinlincolnshire.com to find out more. Detailed job description and main responsibilities Please view the attached Job Description and Person Specification documents for complete details regarding this post. To provide a full and efficient Personal Assistant service to Chiefs of/ Trust Secretary. To maintain diaries, to both maximise and ensure most effective use of Chiefs of/Trust Secretary’s time, including arranging appointments, meetings, and service visits as necessary and to have the ability to deal with short notice planning and last minute changes. Assist the Chiefs of/Trust Secretary by researching, obtaining and preparing information for the production of high-quality reports, correspondence, and other documentation as required. To ensure good communication flows, both internally and externally, including dealing with incoming and outgoing mail (both by electronic and postal means) on behalf of the Chiefs of / Trust Secretary. Develop a positive working relationship with Chiefs of / Trust Secretary and put in place key systems to enable them to have access to all necessary documentation, when working on and off site. Handle incoming and outgoing telephone calls in a polite and efficient manner, responding appropriately to callers including Trust staff, system partners, regulators and external organisations, maintaining strict confidentiality at all times. To provide and receive sensitive and sometimes potentially contentious information, regarding patients and/or staff, on behalf of the Chiefs of / Trust Secretary in a courteous manner, maintaining confidentiality at all times and adhering to the Data Protection Act 2018. Receiving, prioritising and organising appropriate action/distribution of incoming and outgoing mail (including e-mail) and monitoring and action as appropriate e-mails received by the Chiefs of / Trust Secretary. Maintain all records, both paper and electronic, in accordance with the Trust’s Data Security Information and Records Management Policy and instituting systems and version control maintenance where required. As an ethical recruiter we will not pursue applications from red list countries as defined by the World Health Organisation. In order to pursue and apply for this role you must have UK NHS experience. We reserve the right to withdraw or close a vacancy at any time. We will give priority to employees who are at risk.