Personal Assistant

Job summary To provide a comprehensive, high quality secretarial service to General Managers and Area Service Managers within Operational deal with enquiries and referrals to the department promptly and in accordance with Trust policy and co-ordinate secretarial services, including the preparation of agendas and papers, minute taking, taking follow up action as required, diary management of multiple diaries, processing letters and other jobs noted in the key results section.
This post is fixed term, however there is a possibility that it may become permanent in the future.
Main duties of the job 1.
Provide a comprehensive secretarial service in writing and electronically, including word processing of agendas and papers, letters, notes, minute taking, producing action matrix and other routine Effectively manage electronic diaries on a daily basis for General Manager and Area Service Managers, using Microsoft To work autonomously on own initiative, unsupervised, to manage and prioritise own workload.
Using own electronic calendar and Outlook flag system to plan workload and Provide full support to a range of professional senior management operational and performance meetings, including note taking, room booking or virtual room booking.
Coordinating diaries to arrange meetings for internal staff and external agencies.
Attending the meetings in person or virtually.
Downloading meeting videos for note taking where Undertake a range of word processing tasks including typing from video, typing letters, typing minutes, typing job descriptions, statements for Support the Trust's various disciplinary, investigation and complaint processes.
Arranging meetings, sending appointments, taking and typing statements.
This will require exposure to confidential information with sensitive, complex or distressing contents.
This will require adjustment to work schedule as this takes priority and has a short Provide cover for other Personal Assistants and the Office Manager as required.
About us 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 & 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.
We welcome people who identify as Black, Asian or from a Minority Ethnic background, protected characteristics, and with all backgrounds and experiences.
Join 'Team Derbyshire Healthcare' and become part of a talented, compassionate and enthusiastic workforce committed to a vision of 'making a positive difference in people's lives'.
CQC rated us as 'GOOD' overall, commenting on how our colleagues "treated patients with compassion and kindness" and "felt positive and proud about working for the Trust."
Benefits include: Commitment to flexible working where this is possible 27 days annual leave/year plus bank holidays, increasing to 29 days after 5 years & 33 days after 10 years' 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 Job description Job responsibilities Professional Issues1.
Provide a comprehensive secretarial service orally, in writing and electronically,including audio typing/word processing of agendas and papers, letters, notes, minutetaking, producing action matrix, and other routine Produce/adapt/design documents, charts, tables etc., by use of Microsoft IT packages,, Word, Excel, Access for services and disseminate information via Effectively manage electronic diaries on a daily basis for General Manager and Area Service Managers, using Microsoft outlook.
Ensure effective daily time To work autonomously on own initiative, unsupervised, to manage and prioritise ownworkload, delegating tasks as appropriate.
Using own electronic calendar and Outlookflag system to plan workload and training.
To complete a range of work that is routineand non-routine.
To plan and organise own workload, some on-going.
This will needconstant review and amendment by yourself to meet daily demands and needs of Ensure the maintenance of accurate and efficient electronic filing systems, ensuringstrict confidentiality of client/staff identifiable Provide full support to a range of professional senior management operational andperformance meetings including note taking, room booking or virtual room booking.
Coordinating diaries to arrange meetings for internal staff and external agencies.
Attending the meetings in person or virtually.
Downloading meeting videos for notetaking where To ensure emails are reviewed and acted upon promptly.
Setting up and maintainingan action list to ensure they are completed to Undertake a range of Word processing tasks including audio typing, typing from video,typing letters, typing minutes, typing job descriptions, statements for includes typing notes or information written by someone To collect details for operational structures, and contacts.
Keeping them accurate andup to date.
Disseminating to others in the Support the Trusts various disciplinary, investigation and complaint processes.
These are not routine and will disrupt workload.
Arranging meetings, sending appointments, taking and typing statements.
This will require exposure to confidential information withsensitive, complex, or distressing contents.
This will require adjustment to workschedule as this takes priority and has a short Prioritise and undertake general administrative tasks, including photocopying, filing,scanning, processing of mail Receive and make telephone calls, taking messages and dealing with enquiriesappropriately and ensuring accurate and timely communication of Ensure timely collection and production of statistical data relating to the service asdirected and forwarding relevant information to other Trust Departments as Record and monitor consultant annual leave on a Maintain and update staff personal files as delegated.
To contribute to a high-quality front of house service for all service users and visitors tothe base.
Ensure cleanliness and tidiness of the reception waiting area and meetingsrooms.
Maintain a professional and confidential approach to work at all To be familiar with and comply with relevant Trust, Operational, Personnel and Healthand Safety Arrange onsite maintenance including raising of new work requisitions for repairs viathe Trust Estates Contribute to recruitment and selection processes and interviews as required Provide cover for other Personal Assistants, and the office manager as Willingness to travel to other Ensure the provision/procurement of all stock and non-stock supplies for the services,ensuring receipt of all goods via Trust Procedures as appropriate and Undertake staff surveys as required.
Person Specification Essential criteria Essential GCSE English Grade C or new Grade 4 or equivalent.
Typing Qualification (to RSA III standard) or equivalent typing or word processing qualification/demonstrable experience.
NVQ level 3 or demonstrable experience Experience and knowledge of using variety of software programmes including Microsoft Outlook, Word, Excel and PowerPoint Experience of diary/email management using Outlook and arranging meeting Experience of formal note taking of meetings Desirable CLAIT/IBT2/ECDL or equivalent IT qualification/demonstrable experience Experience of managing multiple diaries To travel to other premises to cover colleagues and to attend and support meetings (driving licence not essential) Essential Essential GCSE English Grade C or new Grade 4 or equivalent.
Typing Qualification (to RSA III standard) or equivalent typing or word processing qualification/demonstrable experience.