Overview
We are seeking a highly organised and proactive Personal Assistant (PA) to provide a comprehensive, high quality secretarial service to General Managers and Area Service Managers within Operational Services. In this pivotal role, you’ll ensure the smooth day‑to‑day running of operations by dealing with enquiries and referrals to the department promptly and in accordance with Trust policy and procedure.
Responsibilities
* Provide comprehensive secretarial service in writing and electronically, including word processing of agendas and papers, letters, notes, minute taking, producing action matrices and routine correspondence.
* Effectively manage electronic diaries on a daily basis for General Managers and Area Service Managers using Microsoft Outlook.
* Work autonomously, manage and prioritise workload using an electronic calendar and Outlook flag system.
* Provide full support to senior management operational and performance meetings, including note taking, room or virtual room booking, coordinating diaries, attending meetings in person or virtually, and downloading meeting videos for note taking.
* Undertake a range of word‑processing tasks such as typing from video, letters, minutes, job descriptions, statements for investigations, audio typing and producing action matrices.
* Support the Trust’s disciplinary, investigation and complaint processes: arrange meetings, send appointments, type statements, handle confidential information, and prioritise tasks with short deadlines.
* Provide cover for other Personal Assistants and the Office Manager as required.
* Maintain accurate electronic filing systems, ensuring strict confidentiality of client and staff data.
* Ensure emails are reviewed and acted upon promptly, maintain and update action lists to meet deadlines.
* Record and monitor consultant annual leave on a database and maintain staff personal files.
* Contribute to recruitment and selection processes and interviews where required.
* Ensure timely collection and production of statistical data relating to the service and forward relevant information to other Trust Departments.
* Arrange onsite maintenance, raise work requisitions for repairs via the Trust Estates department.
* Maintain the provision and procurement of all stock and non‑stock supplies for the services, ensuring receipt of all goods via Trust procedures.
* Undertake staff surveys as required.
* Travel to other bases if necessary.
Equality, Diversity & Inclusion
We are passionate about making equality, diversity and inclusion part of our DNA. We take pride in our People First Culture which creates a workplace where everyone feels a genuine sense of belonging, difference is celebrated and people are comfortable to bring their whole selves to work. We value the richness that comes from having colleagues that are fully representative of the local community and welcome people who identify as Black, Asian or from a Minority Ethnic background, protected characteristics and all backgrounds and experiences.
Benefits Include
* Commitment to flexible working where this is possible
* 27 days annual leave per year plus bank holidays, increasing to 29 days after 5 years and 33 days after 10 years of service
* Yearly appraisal and commitment to ongoing training
* Generous NHS pension scheme
* Good maternity, paternity and adoption benefits
* Health service discounts and online benefits
* Incremental pay progression
* Free confidential employee assistance programme 24/7
* Access to our LGBT+ network, BAME Network and Christian Network
* Health and wellbeing opportunities
* Structured learning and development opportunities
Sponsorship Information
As an employer and sponsor licence holder, we can only sponsor overseas nationals via the Skilled Worker route if they meet the criteria set by UK Visas and Immigration. The current salary threshold is £25,000, and without 2 years previous NHS Service at Band 3, the starting salary for this post will not meet the minimum requirement for sponsorship. For details on eligibility criteria for a Skilled Worker visa, please follow this link to the GOV.UK website: Skilled Worker visa: Overview – GOV.UK.
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