Overview
Inpatient Mental Health Services are pleased to offer an exciting opportunity for an individual to join our team as Personal Assistant (PA) to the Service Manager and Secretary to wider Service Management Team.
We are seeking an experienced, reliable and highly motivated PA/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.
Responsibilities
* As PA to the Service Manager, provide a full and comprehensive service, with a high degree of organisational skills, particularly in diary and time management.
* Organise meetings requiring liaison with a wide number of internal and external stakeholders; mailbox management is a key part of the role.
* As Secretary to the Service Management Team, assist in organising meetings (including HR hearings and confidential meetings), take notes/actions as requested, and support administration services including recruitment and placing orders.
* Work under pressure and use initiative as a key part of the team.
* Provide a first point of contact for internal and external queries, directing to appropriate departments as needed.
* Attend and minute meetings, type and present reports/minutes to required format, and manage follow-up actions.
* Manage communication to/from the Service Manager and Service Management Team across Directorates, prioritising matters appropriately.
* Maintain efficient electronic and manual filing and retrieval systems with a functioning brought forward system.
* Lead responsibilities for organising workshops and other functions, including venue booking, catering, attendance on the day, note taking and typing from the day.
* Prepare and coordinate papers, presentations and agendas for meetings; attend and minute meetings as required.
* Transcribe minutes and ensure follow-up actions for specific work/committees.
* Assist with budget management by coding and checking expenditure in accordance with standing financial instructions.
* Assist in the local induction of other Directorate staff and support recruitment, induction and supervision of administrative staff where appropriate.
* Provide cover within the Directorate PA/Secretarial team as required.
Requirements / Qualifications
* Experience as a Personal Assistant/Secretary within a busy management area.
* Proven organisational and diary management skills.
* Ability to work under pressure and on own initiative.
* Strong communication skills and ability to liaise with internal and external stakeholders.
Benefits
* 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.
Staff Bank
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 to 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.
The post holder will
* Provide a full PA provision for the Service Manager.
* Provide a full and confidential secretarial and administrative service to the Service Management Team.
* 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 Service Manager 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.
This advert closes on Thursday 25 Sep 2025
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