Job summary
The South West Provider Collaborative are actively seeking an experienced and highly motivated individual to join our team as a Personal Assistant to our Programme Director and Medical Director.
The ideal candidate will have a track record of success in similar roles, showcasing proactive thinking, quick decision-making, and exceptional organisational skills, whilst being able to deliver a welcoming and professional point of contact fro the organisation.
This role requires the ability to think on your feet, thrive under pressure, meet deadlines, and effectively manage your own workload. Forward planning and meticulous attention to detail are essential qualities that we are looking for.
By joining our award-winning team, you'll be part of the journey to make a positive impact in improving mental healthcare across the South West region.
If you feel you have these qualities, we strongly encourage you to apply and look forward to hearing from you.
For an informal chat or to find out more, please contact:
Helen Perkins
or
Amy Blackburn -
Main duties of the job
1. Provide high-level administrative support to the Programme Director and Medical Director.
2. Manage comprehensive diary management, including conflicting calendars, appointments, and coordination of meetings and events.
3. Ensure Directors are briefed and prepared for meetings by providing necessary papers and materials.
4. Proactively manage emails, prioritising and responding as needed.
5. Anticipate the needs of the Directors and take initiative to address them.
6. Assist with document preparation, including reports, presentations, and correspondence.
7. Ensure accuracy and attention to detail in all tasks, including proofreading documents and double-checking information.
8. Manage multiple tasks and priorities effectively, demonstrating strong multitasking and time management skills.
9. Maintain confidentiality and discretion in handling sensitive information and matters.
10. Collate and distribute reports/papers for meetings chaired by the Directors, ensuring agendas are sent out in advance.
11. Handle meeting administration, including taking and distributing formal minutes, recording clear actions, and following up on completion, as well as maintaining attendance records.
12. Coordinate and plan events as required.
13. Support the Directors by ensuring records are up to date and managing items efficiently on various internal systems.
About us
About Devon Partnership Trust
We provide mental health, learning disability and neurodiversity services, as well as a range of specialist & secure services for the wider south west region & nationally. We are passionate about promoting good mental health & wellbeing. We strive to use the expertise & resources within our organisation, and through our partnerships, to deliver high quality services that are safe & focused on people's recovery.
Our values
We not only recruit employees based on their qualifications & experience - we recruit individuals who possess and demonstrate the behaviours which underpin the core values of our organisation. These values include such attributes as showing a commitment to quality of care, improving lives of others, giving respect, dignity & compassion. We can bring those values to life in our everyday tasks by giving a smile; making time for people; challenging ourselves & others, & being open to new ideas.
We are committed to being an inclusive employer & applications are encouraged & welcomed from all sections of the community, regardless of any protected characteristics as governed by the Equality Act 2010. Part time & flexible working applications will be considered & supported, where possible. We particularly encourage applicants with lived experience of mental health & learning disabilities. We are a Disability Confident Leader Employer.
Job description
Job responsibilities
Please see the attached Job Description and Person Specification which will provide further information on this role.
Person Specification
Qualifications
Essential
14. Business/professional qualification to degree level or equivalent knowledge and experience. Managerial
15. knowledge, project monitoring, supervisory, workload management, acquired through a degree, or equivalent
16. training and substantial experience.
17. Appropriate Qualification which supports IT skills ECDL
18. Substantial recent (within last 5 years) experience working with senior managers/director level.
19. Experience in similar role
20. Excellent knowledge of all software applications particularly use of Word, Excel and PowerPoint preparation
Desirable
21. ECDL (European Computer Driving Licence)
22. Shorthand or Speedwriting
Experience
Essential
23. Experience of providing high-level PA support, including proactive planning and forward-thinking
24. Experience of information management and knowledge of corporate identity
25. Experience working as part of a team
26. Experience of managing staff
27. Proficient in various administrative procedures like diary management, appointment scheduling, and supporting diverse systems
28. Demonstrated ability to manage a varied workload while upholding professionalism and managing interruptions adeptly
29. Exceptional organisational skills, prioritising tasks effectively while maintaining professionalism
30. Capable of both independent work and collaborative teamwork, showcasing adaptability and cooperation
31. Skilled in delivering high-standard secretarial support for meetings, including venue organisation, minute-taking, and systems support
32. Excellent written and verbal communication skills, emphasising professionalism and confidentiality
33. Strong analytical and judgment skills, enabling informed decision-making and effective performance under pressure
34. Commitment to detail and quality standards across all tasks
35. Able to deliver a welcoming and highly professional contact experience for the organisation
Desirable
36. Previous experience of working in a Healthcare or Social Care administrative setting
37. Adaptability and quick learning in dynamic environments.
38. Experience in handling distressing situations with composure and confidence.
39. Understanding of Mental Health issues and health service terminology
Knowledge
Desirable
40. Knowledge of our business and how it supports patient care